final request for proposal (rfp) document for raas...

RAAS: Rajasthan Accountability Assurance System

Final Request for Proposal (RFP) Document for

RAAS: Rajasthan Accountability Assurance System - Pilot Execution in Dholpur Implementation of GPS, Biometric and MIS Solutions

[Reference No. F4.2(155)/RISL/Tech/2014/2712 dated 12.06.14]

Mode of Bid Submission Online though eProcurement/ eTendering system at http://eproc.rajasthan.gov.in

Procuring Authority Managing Director, RISL, First Floor, C-Block, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur-302005 (Rajasthan)

Date & Time of Pre-bid meeting 16/06/2014 at 11:00 AM Last Date & Time of Submission of Bid 27/06/2014 till 1:00 PM Date & Time of Opening of Technical Bid 27/06/2014 at 4:00 PM

Bidding Document Fee: Rs. 1000 (Rupees One Thousand only)

Name of the Bidding Company/ Firm:

Contact Person (Authorised Bid Signatory):

Correspondence Address:

Mobile No. Telephone & Fax Nos.:

Website & E-Mail:

RajCOMP Info Services Limited (RISL)

First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Raj.)

Phone: 0141- 5103902 Fax: 0141-2228701

Web: http://risl.rajasthan.gov.in, Email: [email protected]

http://eproc.rajasthan.gov.in/

mailto:[email protected]


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ABBREVIATIONS & DEFINITIONS

Act The Rajasthan Transparency in Public Procurement Act, 2012 (Act No. 21

of 2012) and Rules thereto

Authorised Signatory The bidder’s representative/ officer vested (explicitly, implicitly, or through

conduct) with the powers to commit the authorizing organization to a

binding agreement. Also called signing officer/ authority having the Power

of Attorney (PoA) from the competent authority of the respective Bidding

firm.

BG Bank Guarantee

Bid/ eBid A formal offer made in pursuance of an invitation by a procuring entity and

includes any tender, proposal or quotation in electronic format

Bid Security

A security provided to the procuring entity by a bidder for securing the

fulfilment of any obligation in terms of the provisions of the bidding

documents.

Bidder Any person/ firm/ agency/ company/ contractor/ supplier/ vendor

participating in the procurement/ bidding process with the procurement

entity

Bidding Document

Documents issued by the procuring entity, including any amendments

thereto, that set out the terms and conditions of the given procurement and

includes the invitation to bid

BoM Bill of Material

CMC Contract Monitoring Committee

Competent Authority An authority or officer to whom the relevant administrative or financial

powers have been delegated for taking decision in a matter relating to

procurement. MD, RISL in this bidding document.

Contract/

Procurement

Contract

A contract entered into between the procuring entity and a successful bidder

concerning the subject matter of procurement

Contract/ Project

Period

The Contract/ Project Period shall commence from the date of issue of Work

order till One Year of Operations & Maintenance Services after

commissioning of the project.

COTS Commercial Off The Shelf Software

Day A calendar day as per GoR/ GoI.

DoIT&C Department of Information Technology and Communications, Government

of Rajasthan.

eGRAS Online Government Receipts Accounting System (e-GRAS) is an e-

Governance Initiative of Government of Rajasthan under Mission Mode

Project category and is part of Integrated Financial Management System

(IFMS). eGRAS facilitates collection of tax/ non-tax revenue in both the


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modes: online as well as manual. All types of government revenue may be

deposited online using this website: https://egras.raj.nic.in/

ETDC Electronic Testing & Development Center

FOR/ FOB Free on Board or Freight on Board

GoI/ GoR Govt. of India/ Govt. of Rajasthan

Goods

All articles, material, commodities, electricity, livestock, furniture, fixtures,

raw material, spares, instruments, software, machinery, equipment,

industrial plant, vehicles, aircraft, ships, railway rolling stock and any

other category of goods, whether in solid, liquid or gaseous form, purchased

or otherwise acquired for the use of a procuring entity as well as services

or works incidental to the supply of the goods if the value of services

or works or both does not exceed that of the goods themselves

ICT Information and Communication Technology.

IFB

Invitation for Bids (A document published by the procuring entity inviting

Bids relating to the subject matter of procurement and any amendment

thereto and includes notice inviting Bid and request for proposal)

INR Indian Rupee

ISI Indian Standards Institution

ISO International Organisation for Standardisation

IT Information Technology

ITB Instruction to Bidders

LD Liquidated Damages

LoI Letter of Intent

NIB Notice Inviting Bid

Notification A notification published in the Official Gazette

OEM Original Equipment Manufacturer

PAN Permanent Account Number

PBG Performance Bank Guarantee

PC Procurement/ Purchase Committee

PQ Pre-Qualification

Procurement Process

The process of procurement extending from the issue of invitation to Bid

till the award of the procurement contract or cancellation of the

procurement process, as the case may be

Procurement/ Public

Procurement

The acquisition by purchase, lease, license or otherwise of works, goods or

services, including award of Public Private Partnership projects, by a

procuring entity whether directly or through an agency with which a

contract for procurement services is entered into, but does not include any

https://egras.raj.nic.in/


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acquisition without consideration, and “procure” or “procured” shall be

construed accordingly

Project Site Wherever applicable, means the designated place or places.

PSD/ SD Performance Security Deposit/ Security Deposit

Purchaser/

Tendering Authority/

Procuring Entity

Person or entity that is a recipient of a good or service provided by a seller

(bidder) under a purchase order or contract of sale. Also called buyer. RISL

in this RFP document.

RISL RajCOMP Info Services Limited

RVAT Rajasthan Value Added Tax

Services

Any subject matter of procurement other than goods or works and includes

physical, maintenance, professional, intellectual, consultancy and advisory

services or any service classified or declared as such by a procuring entity

and does not include appointment of any person made by any procuring

entity

SLA

Service Level Agreement is a negotiated agreement between two parties

wherein one is the customer and the other is the service provider. It is a a

service contract where the level of service is formally defined. In practice,

the term SLA is sometimes used to refer to the contracted delivery time (of

the service) or performance.

State Government Government of Rajasthan (GoR)

State Public

Procurement Portal http://sppp.raj.nic.in

Subject Matter of

Procurement Any item of procurement whether in the form of goods, services or works

TIN Tax Identification Number

TPA Third Party Auditors

VAT/ CenVAT Value Added Tax/ Central VAT

WO/ PO Work Order/ Purchase Order

http://sppp.raj.nic.in/


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1. INVITATION FOR BID (IFB) & NOTICE INVITING BID (NIB)

NIB Ref No: F4.2(155)/RISL/Tech/2014/2712 Date: 12.06.14

Unique Bid No: RISL/14/OCB/32

Name & Address of the Procuring Entity

Name: RajCOMP Info Services Limited (RISL) Address: First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-

Scheme, Jaipur-302005 (Rajasthan)

Name & Address of the Project Officer In-charge (POIC)

Name: Smt. Deepshikha Saxena Designation: Analyst-cum-Programmer (DD) Address: First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-

Scheme, Jaipur-302005 (Rajasthan) Email: [email protected]

Subject Matter of Procurement

RAAS: Rajasthan Accountability Assurance System - Pilot Execution in Dholpur – Implementation of GPS, Biometric and MIS Solutions

Bid Procedure Single-stage: two part (envelop) open competitive eBid procedure at http://eproc.rajasthan.gov.in

Bid Evaluation Criteria (Selection Method)

[Least Cost Based Selection (LCBS)-L1

Websites for downloading Bidding Document, Corrigendum’s, Addendums etc.

Websites: http://sppp.raj.nic.in, http://eproc.rajasthan.gov.in, http://www.rajasthan.gov.in, http://risl.rajasthan.gov.in

Bidding document fee: Rs. 1000 (Rupees One Thousand only) in Cash/ Demand Draft in favour of “Managing Director, RISL” payable at “Jaipur”.

RISL Processing Fee: Rs. 1000 (Rupees One Thousand only) in Demand Draft in favour of “Managing Director, RISL” payable at “Jaipur”.

Estimated Procurement Cost

Rs. 50,00,000 (INR Fifty Lacs Only)

Bid Security and Mode of Payment

Amount (INR): o 2% of the estimated procurement cost, i.e. Rs. 1,00,000 o 0.5%, i.e. Rs. 25,000 for S.S.I. of Rajasthan o 1%, i.e. Rs. 50,000 for Sick Industries, other than S.S.I., whose

cases are pending with Board of Industrial & Financial Reconstruction.

Mode of Payment: Banker’s Cheque or Demand Draft or Bank Guarantee (in specified format), of a Scheduled Bank in favour of “Managing Director, RISL” payable at “Jaipur” or deposit through eGRAS (https://egras.raj.nic.in/)

Period of Sale of Bidding Document (Start/ End Date)

11:00 AM on 13/06/2014 – 01:00 PM on 27/06/2014

Date/ Time/ Place of Pre-bid Meeting

Date/ Time: 16/06/2014 at 11:00 AM Place: Committee Room, II Floor, DoIT&C HQ, Yojana Bhawan,

Jaipur Last date of submitting clarifications requests by the bidder:

16/06/2014 till 5:00 PM Response to clarifications by procuring entity: 17/06/2014

Manner, Start/ End Date for the submission of Bids

Manner: Online at eProc website (http://eproc.rajasthan.gov.in) Start Date: 17/06/2014 at 11:00 AM End Date: 27/06/2014 till 1:00 PM

mailto:[email protected]


http://sppp.raj.nic.in/


http://www.rajasthan.gov.in/

http://risl.rajasthan.gov.in/

https://egras.raj.nic.in/



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Submission of Banker’s Cheque/ Demand Draft for Tender Fee, Bid Security, and Processing Fee*

Start Date: 17/06/2014 at 11:00 AM End Date: 27/06/2014 till 1:00 PM

Date/ Time/ Place of Technical Bid Opening

Date: 27/06/2014 Time: 4:00 PM Place: Committee Room, II Floor, DoIT&C HQ, Yojana Bhawan,

Jaipur Date/ Time/ Place of Financial Bid Opening

Will be intimated later to the Technically qualified bidders

Bid Validity 90 days from the bid submission deadline Note: 1) Bidder (authorised signatory) shall submit their offer on-line in Electronic formats both for technical and

financial proposal. However, DD for Tender Fees, RISL Processing Fees and Bid Security should be submitted physically at the office of Tendering Authority as prescribed in NIB and scanned copy of same should also be uploaded along with the technical Bid/ cover.

2) * In case, any of the bidders fails to physically submit the Banker’s Cheque/ Demand Draft for Tender Fee, Bid Security, and RISL Processing Fee up to 1:00 PM on 27.06.2014, its Bid shall not be accepted. The Banker’s Cheque/ Demand Draft for Bidding document fee, RISL Processing Fee and Bid Security should be drawn in favour of “Managing Director, RajCOMP Info Services Ltd.” payable at “Jaipur” from any Scheduled Commercial Bank.

3) To participate in online bidding process, Bidders must procure a Digital Signature Certificate (Type III) as per Information Technology Act-2000 using which they can digitally sign their electronic bids. Bidders can procure the same from any CCA approved certifying agency, i.e. TCS, Safecrypt, Ncode etc. Bidders who already have a valid Digital Signature Certificate (DSC) need not procure a new DSC. Also, bidders must register on http://eproc.rajasthan.gov.in (bidders already registered on http://eproc.rajasthan.gov.in before 30-09-2011 must register again).

4) RISL will not be responsible for delay in online submission due to any reason. For this, bidders are requested to upload the complete bid well advance in time so as to avoid 11th hour issues like slow speed; choking of web site due to heavy load or any other unforeseen problems.

5) Bidders are also advised to refer "Bidders Manual Kit" available at e-Procurement website for further details about the e-Tendering process.

6) Training for the bidders on the usage of e-Tendering System (e-Procurement) is also being arranged by DoIT&C, GoR on a regular basis. Bidders interested for training may contact e-Procurement Cell, DoIT&C for booking the training slot. Contact No: 0141-4022688 (Help desk 10 am to 6 pm on all working days) e-mail: [email protected] Address : e-Procurement Cell, RISL, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur

7) The procuring entity reserves the complete right to cancel the bid process and reject any or all of the Bids. 8) No contractual obligation whatsoever shall arise from the bidding document/ bidding process unless and

until a formal contract is signed and executed between the procuring entity and the successful bidder. 9) Procurement entity disclaims any factual/ or other errors in the bidding document (the onus is purely on

the individual bidders to verify such information) and the information provided therein are intended only to help the bidders to prepare a logical bid-proposal.

10) The provisions of RTPPA Act 2012 and Rules thereto shall be applicable for this procurement. Furthermore, in case of any inconsistency in any of the provisions of this bidding document with the RTPP Act 2012 and Rules thereto, the later shall prevail.

(Akhil Arora) Chairman & Managing Director, RISL


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2. PROJECT PROFILE & BACKGROUND INFORMATION

1) Introduction

The emergence of Information and Communications Technology (ICT) has provided means

for faster and better communication, efficient storage, retrieval and processing of data and

exchange and utilization of information to its users, be they individuals, groups, businesses,

organizations or governments. So far as governments are concerned, the coming together

of computerization and internet connectivity/web-enablement in association with process

re-engineering, promises faster and better processing of information leading to speedier

and qualitatively better decision making, greater reach and accountability, better

utilization of resources and overall Good Governance.

The Government of Rajasthan intends to implement RAAS: Rajasthan Accountability

Assurance System to ensure implementation of true Good Governance in Rajasthan. It is

envisaged that to ensure the reach of Government till the very grassroots, usage of ICT shall

play a predominant role. To ensure that the Government officials get connected to the

residents at all times, Biometric, GIS, GPS, Geotagging and connectivity enabled monitoring

systems shall be implemented, to ensure monitoring and delivery at every tier of the

Government architecture and thereby achieving the true sense of Good Governance.

The pilot for the project is envisaged to be implemented in Dholpur, Rajasthan. RISL has

been appointed as the designated agency to implement the project across the state, and

hence RISL invites proposals (“Bids”) to this Request for Proposals (“RFP”) from Agencies

(“Bidders”) for the provision of implementation of RAAS: Rajasthan Accountability

Assurance System - Pilot Execution in Dholpur Implementation of GPS, Biometric and

MIS Solutions. The scope of work for the project is detailed in Chapter 4 of this RFP

document. Any contract that may result from this procurement competition will be issued

for a term of One year (“the Term”), with timelines and deliverables to be met by the

selected bidder.


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3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA

1) A bidder participating in the procurement process shall possess the following minimum

pre-qualification/ eligibility criteria.

S. No.

Basic Requirement

Specific Requirements Documents Required

1 Legal Entity The bidder should be a Proprietorship firm duly registered either under the Rajasthan Shops & Commercial Establishments Act, 1958 or any other Act of State/ Union, as applicable for dealing in the subject matter of procurement (Note: A self-certified declaration regarding the non-applicability of registration to any Act should be submitted by the bidder) OR A company registered under Indian Companies Act, 1956 OR A partnership firm registered under Indian Partnership Act, 1932.

- Copy of valid Registration Certificates - Copy of Certificates of incorporation

2 Financial: Turnover from IT/ ITeS

Annual Turnover of the bidder from IT/ ITeS during each of the last three financial years, i.e., from 2010-11 to 2012-13 (as per the last published audited balance sheets), should be at least Rs. 5,00,00,000, i.e. INR Five Crores Only.

CA Certificate with CA’s Registration Number/ Seal

3 Financial: Net Worth

The net worth of the bidder, as on March 31, 2013 should be Positive.

CA Certificate with CA’s Registration Number/ Seal

4 Technical Capability

The bidder must have successfully completed at least One project of Biometric Attendance OR GPS Tracking/Monitoring Application not less than the amount Rs 50,00,000 i.e. INR Fifty Lacs Only during the last four financial years 2010-11 to 2013-14. OR The bidder must have successfully completed at least Two projects of Biometric Attendance OR GPS Tracking/Monitoring Application jointly not less than the amount Rs 55,00,000 i.e. INR Fifty Five Lacs Only during the last four financial years 2010-11 to 2013-14.

Annexure-14 per project reference

And Work Completion Certificates from the client; OR Work Order + Self Certificate of Completion (Certified by the Statutory Auditor); OR Work Order + Phase Completion Certificate from the client

5 Tax registration and clearance

The bidder should have a registered number of i. VAT/ CST where his business is located ii. Service Tax iii. Income Tax / Pan number. The bidder should have cleared his VAT/ CST dues up to 2013 to the Government.

Copies of relevant certificates of registration VAT/ CST clearance certificate from the Commercial Taxes


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S. No.

Basic Requirement

Specific Requirements Documents Required

Officer of the Circle concerned

6 Certifications The bidder must possess, at the time of bidding, a valid ISO 9001:2008 Certification.

Copy of a valid certificate

7 Mandatory Undertaking

Bidder should: - a) not be insolvent, in receivership,

bankrupt or being wound up, not have its affairs administered by a court or a judicial officer, not have its business activities suspended and must not be the subject of legal proceedings for any of the foregoing reasons;

b) not have, and their directors and officers not have, been convicted of any criminal offence related to their professional conduct or the making of false statements or misrepresentations as to their qualifications to enter into a procurement contract within a period of three years preceding the commencement of the procurement process, or not have been otherwise disqualified pursuant to debarment proceedings;

c) comply with the code of integrity as specified in the bidding document.

A Self Certified letter as per Annexure-5: Self-Declaration

10 Infrastructure Bidder must be a manufacturer, distributor or bona-fide dealer in the goods and it shall furnish necessary proof for the same in the specified format.

Proof of authorisation by the manufacturer or country distributor in India as per Annexure-8: MAF

11 Technical Presentation

The bidders shall be required to showcase their solutions to a committee constituted by RISL pertaining to the requirement of this RFP through a technical presentation. The presentation shall be mapped on a scale of 10, and minimum marks to qualify for financial bid opening shall be 8.

The date of presentation shall be intimated to the bidders qualifying in all other prequalification criteria

2) In addition to the provisions regarding the qualifications of the bidders as set out in (1) above: -

a. the procuring entity shall disqualify a bidder as per the provisions under “Clause: Exclusion/

Disqualification of bids in Chapter-5: ITB”; and

b. the procuring entity may require a bidder, who was pre-qualified, to demonstrate its

qualifications again in accordance with the same criteria used to pre-qualify such bidder. The

procuring entity shall disqualify any bidder that fails to demonstrate its qualifications again, if

requested to do so. The procuring entity shall promptly notify each bidder requested to

demonstrate its qualifications again as to whether or not the bidder has done so to the

satisfaction of the procuring entity.


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4. SCOPE OF WORK, DELIVERABLES & TIMELINES

4.1. Scope of work (SoW)

4.1.1. Biometric Attendance and Monitoring System

4.1.1.1. Introduction

RISL is looking for supply and installation of Biometric devices for

marking Attendance as well as a web based attendance monitoring and

report system for monitoring the presence of the officials at 302 locations

across Dholpur. The objectives for implementation of such a system are:

To facilitate the marking of attendance through biometric devices at

all desired locations in pilot district Dholpur. A detailed list of 302

locations for installation of devices shall be provided to the selected

bidder. The installation shall be till the Gram Panchayat level.

To monitor the presence of officials and have an overview of the

timing discipline of the entire administration.

To provide the facility for monitoring the attendance of all officials

from individual offices as well as at the central location to generate

various attendance reports on a click.

To provide requisite information to the authenticated users of the

system.

The process flow shall be as follows:

a. Biometric Device: 152 Offline Data connectivity enabled, self-

memory and power backup capacity Biometric devices at Gram

Panchayat level, and 150 Online Computer-connectivity and power

backup capacity Biometric devices at block and above level offices for

marking attendance will be installed at desired locations across

Dholpur District. For data connectivity enabled biometric devices, the

bidder shall also provide Data Connections with minimum 1 GB

GPRS/3G Data usage plan per month for a period of 12 months.

b. Biometric Attendance: The Application will be used by individual

offices as well as RISL in its first phase and in subsequent phases; it

will be used by offices across the state with the envisaged state wide

roll out of the project.

c. Registration: Every officer/ official will register his/ her


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thumb/finger print impression with system for the use of attendance

marking through biometric machine. The registration will be done for

minimum of 4 fingers/ thumb in the system.

d. Marking of Attendance: Registered officer/ official shall mark his/

her attendance using biometric machine installed in offices on daily

basis. In case of problem during marking of attendance, there should

be facility of USER ID based attendance and supplier/bidder shall take

necessary action to ensure that the system recognizes the biometric

details of every employee.

e. Attendance Management: To control and monitor the daily

attendance and updating of the system, RISL will nominate a Nodal

Officer responsible for all the activities of attendance monitoring. The

system should be well versed with other related features, like In-Out

log, leave management etc.

4.1.1.2. Detailed Scope of Work:

a. Installation of Biometric Device: Procurement, Supply and

Installation of 150 Online and 152 Offline Biometric Attendance

devices at desired locations across Dholpur in phase manner,

confirming the minimum technical specifications mentioned in RFP

having central server at RSDC. In future, with the envisaged state wide

roll out, the system should be robust enough to integrate all devices

which shall be implemented across Rajasthan. All installed biometric

devices should have features as under:

i. The biometric devices should be of good quality with proper

display screen enclosed in a tamper proof box.

ii. The devices shall have a minimum backup of 4 hours and

internal memory to keep atleast 1000 different attendance

records to be sent in batch when connectivity/power is

available.

iii. The device should be able to store biometric details of at least

1000 unique individuals on each device with at least 4 fingers/

thumb per person.

iv. The device should be able to operate in temperatures of 0-50°C


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and humidity range of 20-95%.

v. The FAR/ FRR should be less than or equal to .0001%.

vi. The devices should be covered under warranty for at least 1

year and AMC thereon.

The detailed minimum envisaged general specifications are available

at Annexure 2: Technical Specifications.

b. Providing a web based application solution for administration

and monitoring of the biometric attendance: The system should

be highly secure and customizable with minimum following features:

i. Import of Employee data through Excel file/Database

ii. Employee Self Service Login

iii. Employee Search & Query module

iv. Organization calendar

v. Outside office/Late permission etc.

vi. Real Time Attendance management across multiple offices

vii. Leave management

viii. Flexible Timing Provisions

ix. Scope for modifications on change of the rules.

The solution should be having features as under:

i. Storage of attendance information at the central server located

at RSDC as well as in individual offices where machines are

installed. In case of internet disconnection, the data should be

saved on local memory of the device and the data should be

ported to central server as the connectivity restores.

ii. MIS Reports: The system should support integrated powerful

MIS with minimum following reports:

1. Daily Attendance Report

2. Attendance Register

3. Machine wise Attendance Report

4. Time wise Attendance Report

5. Leave status report of official

6. Daily Checkout report

7. Official Check-in and Check-out Log Report


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8. Summary of Late coming employees

9. Summary report of punctual officials for a specified

period

10. Attendance Summary Report etc.

iii. User-based access to various attendance reports.

iv. Generation of periodic attendance reports for RISL as well as

for individual offices.

v. Tracking of late-coming, special duty, overtime etc of officials

across the Offices.

vi. Monitoring of Check In and Check Out of the officials at all

locations.

vii. Provision of mass late attendance, Informed/On tour/Prior

Intimation.

viii. Search of official in any location based on multiple parameters

like official name, department, section etc.

ix. Provision of leave deduction by authorized user.

x. There should be an alternate method of marking attendance in

case the device is not able to mark the attendance of employees

through biometric.

xi. The bidder shall thoroughly test the software for load, quality

and performance along with proper functioning at its site

before deployment of the software on production environment

c. Deliver Hands on training:

i. The bidder shall provide hands on user training to the officials

at block level as well as at HQ for proper functioning of

application.

ii. One training each is envisaged at 04 blocks of Dholpur District.

iii. The Training Plan shall be mutually decided between RISL and

the Selected Bidder.

iv. Training shall be provided on the basis of Training of Trainer

model.

v. During training, user manuals for the Application Software

shall be provided by the successful bidder.


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vi. The bidder must include all travelling, boarding, lodging cost

in financial bid.

d. Post Implementation Support/Warranty: The Bidder shall be

responsible for installation, administration and maintenance of the

Solution and Biometric Devices for a period of 1 year after successful

implementation in all the locations. During the warranty term, the

bidder shall perform all the upgrade/new version update free of cost.

i. Any call shall have to be attended within 24 hours

ii. Any software issue shall be resolved within 3 days or as

mutually decided upon.

iii. In case the solution requires more time, the bidder should

report to the concerned nodal officer within given time frame

in writing with the requisite details for approval.

iv. Ensure proper functioning of the device. The response time of

device should be of 8 hours. Within this time, the machine

should be replaced and integrated with the system if any

damage or fault occurs to the existing machine

v. The successful bidder should give comprehensive

warranty/guarantee that the goods/stores/articles supplied

continue to conform to the description and quality as specified

in the RFP for a period of Three years from the date of

installation of the said goods/ stores/ articles notwithstanding

the fact that the purchaser may have inspected and/or

approved the said goods/stores/article.

vi. If during the aforesaid period of Three years, the said goods/

stores/ articles are found to be not confirming to the

description and quality, the decision of the OIC in that behalf

will be final and conclusive, the purchaser will be entitled to

reject the said goods/ stores/ articles or such portion thereof

as may be discovered not conforming to the said description

and quality. On such rejection the goods/articles/ stores will

be at the seller’s risk and all the provisions relating to rejection

of goods etc., shall apply. The bidder shall, if so called upon to


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do, replace the goods etc., or such portion thereof as is rejected

by Purchaser, otherwise the bidder shall pay such damages as

may arise by the reason of the breach of the condition herein

contained. Nothing contained herein shall prejudice any other

right of the Purchaser in that behalf under this contract or

otherwise.

4.1.1.3. Requirements and Expected Features of Proposed Web Solution:

a. Browser Independent: The Application Software should be web

enabled so that the same can be accessed from anywhere, anytime. It

is imperative that the user interface of the Application Software

should be browser based so that the users can access the software

using internet (HTTP protocol). The software should be compatible

with all popularly used browsers.

b. Software Platform: The centralized web based Application Software

should be developed using proven technology. The software should

be compatible for deployment in three tier architecture environment.

c. The software should have user friendly Graphical User Interface (GUI)

and should enable role based access rights to each user.

d. Performance Requirement: System shall be able to support at least

1000 concurrent Users within a response time of fraction of seconds.

e. Safety Requirement: All critical transactions / operation which are

being used to delete some records should be explicitly confirmed by

the user with a prompted dialog box.

f. Security Requirement: The application should be designed and

developed by incorporating security features as per the best

industrial practices. The specific elements of the application should be

provided to authorize personnel only. Wherever required the data

should be encrypted. The bidder shall, to the extent relevant and

possible, be guided by the standard information systems security

policies and guidelines or appropriate Industry standards while

deploying application software. Appropriate access and authorization

controls should be incorporated into the software. The bidder should

also provide configurable User and Role-based security options for


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the application.

g. Administrator: The Application Software shall have appropriate

administrative features / options for Users with role-based access to

various features especially user management, role management etc.

h. Audit Trail: The Application Software should provide proper audit

trail for any change made in the data. The software should be capable

of storing the IP addresses, date and time stamp and other identities

of the user modifying the information in the system. The system

should maintain proper logs of any changes made in the data. System

shall be implemented in such way that all critical transactions are

stored with the logged-in user name that has performed that

transaction.

i. Validation Checks: The Application Software should have provisions

for proper validation checks to minimize data entry mistakes so that

garbage data is not stored in the database.

j. Transaction Accuracy & Consistency: Application Software should

ensure accuracy and consistency of data in database and reports. The

transaction accuracy would be measured from the number of

reported errors vis-à-vis number of transactions. The transaction

data should meet (Atomicity, Consistency, Isolation, Durability) ACID

property. The software should maintain 100% data accuracy and

consistency.

k. Login & Authentication: System shall provide a Unique User Id and

shall provide necessary feature for user management including

password management etc. All information concerning to

RISL/concerned offices shall be provided only after authentication.

l. Online Help: The software should provide Online Help facility for the

end-users to operate the software with ease and speed. The help may

be in any of the forms viz. PDF file, PPT, Video etc

m. Provide MIS information to be mapped on the GIS platform.


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4.1.2. GPS Enablement of Vehicles with Real-time movement tracking

4.1.2.1. Introduction

Building intelligence into the commuting system brings in the

convergence of technologies providing a synergetic transformation in the

commuter experience and system administration. It is envisaged to offer

benefits in terms of reduced waiting time and uncertainty, increased

accessibility of the system, increased safety of users, reduced operational

costs and improved efficiency.

It is the understanding and intention that in addition to achieving the

above objective, the GPS enablement shall aim to:

a. Assist Government in obtaining complete details on the movement of

vehicles vis-à-vis their geographical location at different points in

time and the speed of the vehicles at such locations and times;

b. Provide real time information on the movement of vehicles;

c. Automate event logging (viz. start and end of trip(s), emergency halts,

accidents, breakdown etc.) along with time stamp, i.e. exact time of

such activities (hereinafter referred to as “Time Stamp”);

d. Provide alerts to the Central Control on over speeding by vehicles;

e. Provide various standard and exceptional reports pertaining to fleet

operation as per requirement(s).

f. Generate data for analysis & decision making process with provision

of training for the same to stakeholders.

g. Capture vehicle information and communicate the same to Central

Control.

h. Provide MIS information to be mapped on the GIS platform.


i. Procurement and installation of 100 GPS Devices on desired vehicles

in Dholpur in consultation with OIC. A list of vehicles with details,

location and permissions shall be provided to the selected bidder as

per the timelines.

j. Data Connections for 100 GPS devices with minimum 1 GB GPRS/3G

Data usage plan per month for a period of 12 months.

k. Provide application module for GPS Tracking of the devices with end


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to end licenses.

l. Provide necessary trainings at the block level for 04 blocks of Dholpur,

one at each block, for usage and handling of the devices by the

concerned beneficiaries.

m. FMS, Support and Warranty for a minimum period of 12 Months, with

envisaged 01 person at block level. It is envisaged that this shall cover

any technical discrepancies in the devices, the backup, data

connectivity, issues with application module over which the tracking

shall be done and overall support to the system.

n. Reinstallation: If required, the resource available at the block level

shall reinstall/transfer the device from one vehicle to another, if

required.

The system should be robust enough to be expanded across the state

when a rollout of the entire project is envisaged to be implemented.

4.1.3. Geo-tagged photographic evidence


a. Development of Mobile App for data upload on GIS Portal of Rajasthan.

The application shall have the functionality of uploading the clicked

pictures directly to the GIS portal with authentication.

b. Deliver 04 trainings of officials for geo tagging the photographs and

using the Mobile app, 01 at each block in Dholpur District.

c. The app shall be made for Android and Windows Platforms.

d. The security and quality benchmarks for the mobile app must be met.

4.1.4. Project Manager

One full time person competent to handle the complete software and hardware

should be deployed for the following responsibilities:

i. Manage the Project/Devices/integration/Installation etc.

ii. Provide timely reports from the System to the concerned

authority/ representative of RISL.

a. The resource shall be single point of communication between RISL and

Bidder for complete contract period.


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b. Provide the necessary support for ensuring the Integrity of Data.

c. The resource would be responsible for coordination for Hardware

support as well as application support.

d. The Project Manager shall also ensure to organize 4 trainings, one at

each block, for Biometric Devices use, GPS Devices operations and

Geotagging with mobile app.

4.2. Roles & Responsibilities of Stakeholders

4.2.1. Responsibilities of RISL:

a. Provide details of reporting requirements, database and MIS structures for

S.No. 1 and 2 of the Scope of Work

b. Provide access to the GIS portal for application testing and integration

checking purposes

c. Provide details of vehicles and locations for installation of devices

d. Provide suitable rights and privileges at RSDC and at other office locations in

Dholpur for proper implementation of the project.

e. Provide location and infrastructure for delivery of trainings.

4.2.2. Responsibilities of Concerned Offices and Locations’ Officials:

a. Provide access to the selected bidders’ personnel for installation of devices

and trainings.

b. Ensure presence of all stakeholders for trainings.

4.3. Project Deliverables, Milestones & Time Schedule

S. No. Activity Timelines 1) Procurement and delivery of GPS Devices. T0+14

2) Installation of devices on all desired vehicles. T0+21

3) Data Connections for GPS devices. T0+21

4) Implementation of application module for GPS

Tracking.

T0+21

5) 04 trainings for usage of Biometric devices, 01 at each

block.

T0+21


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6) Development of Mobile App for Data upload to GIS

portal and module on GIS Application for Data

integration.

T0+15

7) 04 trainings of officials for geo tagging the

photographs and using the Mobile app, 01 at each

block.

T0+21

8) Procurement and delivery of Online and Offline

Biometric Devices.

T0+14

9) Installation of devices at desired locations. T0+21

10) Data Connections for 152 offline devices. T0+21

11) Biometric Application Solution integration to system. T0+21

12) Registration of field functionaries and senior officials

on system.

T0+24

13) 04 trainings of officials for using the system, 01 at each

block.

T0+24

14) Support for 12 Months, envisaged 01 person at block

level for four blocks.

NA


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5. INSTRUCTION TO BIDDERS (ITB)

1) Sale of Bidding/ Tender Documents

a) The sale of bidding documents shall be commenced from the date of publication of

Notice Inviting Bids (NIB) and shall be stopped one day prior to the date of opening of

Bid. The complete bidding document shall also be placed on the State Public

Procurement Portal and e-Procurement portal. The prospective bidders shall be

permitted to download the bidding document from the websites and pay its price while

submitting the Bid to the procuring entity.

b) The bidding documents shall be made available to any prospective bidder who pays the

price for it in cash or by bank demand draft, banker's cheque.

c) Bidding documents purchased by Principal of any concern may be used by its

authorised sole selling agents/ marketing agents/ distributors/ sub-distributors and

authorised dealers or vice versa.

2) Pre-bid Meeting/ Clarifications

a) Any prospective bidder may, in writing, seek clarifications from the procuring entity in

respect of the bidding documents.

b) A pre-bid conference is also scheduled by the procuring entity as per the details

mentioned in the NIB and to clarify doubts of potential bidders in respect of the

procurement and the records of such conference shall be intimated to all bidders and

where applicable, shall be published on the respective websites.

c) The period within which the bidders may seek clarifications under (a) above and the

period within which the procuring entity shall respond to such requests for

clarifications shall be as under: -

a. Last date of submitting clarifications requests by the bidder: as per NIB

b. Response to clarifications by procuring entity: as per NIB

d) The minutes and response, if any, shall be provided promptly to all bidders to which the

procuring entity provided the bidding documents, so as to enable those bidders to take

minutes into account in preparing their bids, and shall be published on the respective

websites.

3) Changes in the Bidding Document

a) At any time, prior to the deadline for submission of Bids, the procuring entity may for

any reason, whether on its own initiative or as a result of a request for clarification by


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a bidder, modify the bidding documents by issuing an addendum in accordance with the

provisions below.

b) In case, any modification is made to the bidding document or any clarification is issued

which materially affects the terms contained in the bidding document, the procuring

entity shall publish such modification or clarification in the same manner as the

publication of the initial bidding document.

c) In case, a clarification or modification is issued to the bidding document, the procuring

entity may, prior to the last date for submission of Bids, extend such time limit in order

to allow the bidders sufficient time to take into account the clarification or modification,

as the case may be, while submitting their Bids.

d) Any bidder, who has submitted his Bid in response to the original invitation, shall have

the opportunity to modify or re-submit it, as the case may be, within the period of time

originally allotted or such extended time as may be allowed for submission of Bids,

when changes are made to the bidding document by the procuring entity:

Provided that the Bid last submitted or the Bid as modified by the bidder shall be

considered for evaluation.

4) Period of Validity of Bids

a) Bids submitted by the bidders shall remain valid during the period specified in the NIB/

bidding document. A Bid valid for a shorter period shall be rejected by the procuring

entity as non-responsive Bid.

b) Prior to the expiry of the period of validity of Bids, the procuring entity, in exceptional

circumstances, may request the bidders to extend the bid validity period for an

additional specified period of time. A bidder may refuse the request and such refusal

shall be treated as withdrawal of Bid and in such circumstances bid security shall not

be forfeited.

c) Bidders that agree to an extension of the period of validity of their Bids shall extend or

get extended the period of validity of bid securities submitted by them or submit new

bid securities to cover the extended period of validity of their bids. A bidder whose bid

security is not extended, or that has not submitted a new bid security, is considered to

have refused the request to extend the period of validity of its Bid.

5) Format and Signing of Bids

a) Bidders must submit their bids online at e-Procurement portal i.e.

http://eproc.rajasthan.gov.in.



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b) All the documents uploaded should be digitally signed with the DSC of authorized

signatory.

c) A Single stage Two part/ cover system shall be followed for the Bid: -

a. Technical Bid, including fee details, eligibility & technical documents

b. Financial Bid

d) The technical bid shall consist of the following documents: -

S. No. Documents Type Document Format Fee Details

1. Bidding document Fee (Tender Fee) Proof of submission (PDF) 2. RISL Processing Fee (e-Procurement) Instrument/ Proof of submission

(PDF) 3. Bid Security Instrument/ Proof of submission

(PDF) Eligibility Documents

4. Bidder’s Authorisation Certificate along with copy of PoA/ Board resolution stating that Auth. Signatory can sign the bid/ contract on behalf of the firm.

As per Annexure-4 (PDF)

5. All the documents mentioned in the “Eligibility Criteria”, in support of the eligibility

As per the format mentioned against the respective eligibility criteria clause (PDF)

Technical Documents 6. Certificate of Conformity/ No Deviation As per Annexure-6 (PDF) 7. Declaration by Bidders As per Annexure-7 (PDF) 8. Manufacturer’s Authorisation Form (MAF) As per Annexure-8 (Indicative

Format) (PDF) 9. Undertaking on Authenticity of Comp.

Equip. As per Annexure-9 (PDF)

10. Components Offered + Technical specifications compliance sheet for all items only on OEM Letter Head

As per Annexure-10 (PDF)

b) Financial bid shall include the following documents: -

S. No. Documents Type Document Format 1. Financial Bid – Cover Letter On bidder’s letter head duly

signed by authorized signatory as per Annexure- 11 (PDF)

2. Financial Bid - Format As per BoQ (.XLS) format available on e-Procurement portal

c) The bidder should ensure that all the required documents, as mentioned in this bidding

document, are submitted along with the Bid and in the prescribed format only. Non-


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submission of the required documents or submission of the documents in a different

format/ contents may lead to the rejections of the Bid submitted by the bidder.

6) Cost & Language of Bidding

a) The Bidder shall bear all costs associated with the preparation and submission of its

Bid, and the procuring entity shall not be responsible or liable for those costs, regardless

of the conduct or outcome of the bidding process.

b) The Bid, as well as all correspondence and documents relating to the Bid exchanged by

the Bidder and the procuring entity, shall be written only in English Language.

Supporting documents and printed literature that are part of the Bid may be in another

language provided they are accompanied by an accurate translation of the relevant

passages in English/ Hindi language, in which case, for purposes of interpretation of the

Bid, such translation shall govern.

7) Alternative/ Multiple Bids

Alternative/ Multiple Bids shall not be considered at all. Also, the bidder shall not quote for

multiple brands/ make/ models but only one in the technical Bid and should also mention

the details of the quoted make/ model in the “Annexure-XX: Components Offered”.

8) Bid Security

Every bidder, if not exempted, participating in the procurement process will be required to

furnish the bid security as specified in the NIB.

a) In lieu of bid security, a bid securing declaration shall be taken from Departments of the

State Government, Undertakings, Corporations, Autonomous bodies, Registered

Societies and Cooperative Societies which are owned or controlled or managed by the

State Government and Government Undertakings of the Central Government.

b) Bid security instrument or cash receipt of bid security or a bid securing declaration shall

necessarily accompany the technical bid.

c) Bid security of a bidder lying with the procuring entity in respect of other bids awaiting

decision shall not be adjusted towards bid security for the fresh bids. The bid security

originally deposited may, however, be taken into consideration in case bids are re-

invited.

d) The bid security may be given in the form of a banker’s cheque or demand draft or bank

guarantee, in specified format, of a scheduled bank or deposited through eGRAS. The

bid security must remain valid thirty days beyond the original or extended validity

period of the bid.


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e) The issuer of the bid security and the confirmer, if any, of the bid security, as well as the

form and terms of the bid security, must be acceptable to the procuring entity.

f) Prior to presenting a submission, a bidder may request the procuring entity to confirm

the acceptability of proposed issuer of a bid security or of a proposed confirmer, if

required. The procuring entity shall respond promptly to such a request.

g) The bank guarantee presented as bid security shall be got confirmed from the

concerned issuing bank. However, the confirmation of the acceptability of a proposed

issuer or of any proposed confirmer does not preclude the procuring entity from

rejecting the bid security on the ground that the issuer or the confirmer, as the case may

be, has become insolvent or has otherwise ceased to be creditworthy.

h) The bid security of unsuccessful bidders shall be refunded soon after final acceptance

of successful bid and signing of Agreement and submitting performance security.

i) The Bid security taken from a bidder shall be forfeited, including the interest, if any, in

the following cases, namely: -

a. when the bidder withdraws or modifies its bid after opening of bids;

b. when the bidder does not execute the agreement, if any, after placement of supply/

work order within the specified period;

c. when the bidder fails to commence the supply of the goods or service or execute

work as per supply/ work order within the time specified;

d. when the bidder does not deposit the performance security within specified period

after the supply/ work order is placed; and

e. if the bidder breaches any provision of code of integrity, prescribed for bidders,

specified in the bidding document.

j) Notice will be given to the bidder with reasonable time before bid security deposited is

forfeited.

k) No interest shall be payable on the bid security.

l) In case of the successful bidder, the amount of bid security may be adjusted in arriving

at the amount of the Performance Security, or refunded if the successful bidder

furnishes the full amount of performance security.

m) The procuring entity shall promptly return the bid security after the earliest of the

following events, namely:-

a. the expiry of validity of bid security;


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b. the execution of agreement for procurement and performance security is furnished

by the successful bidder;

c. the cancellation of the procurement process; or

d. the withdrawal of bid prior to the deadline for presenting bids, unless the bidding

documents stipulate that no such withdrawal is permitted.

9) Deadline for the submission of Bids

a) Bids shall be received online at e-Procurement portal and up to the time and date

specified in the NIB.

b) Normally, the date of submission and opening of Bids would not be extended. In

exceptional circumstances or when the bidding document are required to be

substantially modified as a result of discussions in pre-bid meeting/ conference or

otherwise and the time with the prospective bidders for preparation of Bids appears

insufficient, the date may be extended by the procuring entity. In such case the publicity

of extended time and date shall be given in the manner, as was given at the time of

issuing the original NIB and shall also be placed on the State Public Procurement Portal,

if applicable. It would be ensured that after issue of corrigendum, reasonable time is

available to the bidders for preparation and submission of their Bids. The procuring

entity shall also publish such modifications in the bidding document in the same manner

as the publication of initial bidding document. If, in the office of the Bids receiving and

opening authority, the last date of submission or opening of Bids is a non-working day,

the Bids shall be received or opened on the next working day.

10) Withdrawal, Substitution, and Modification of Bids

a) If permitted on e-Procurement portal, a Bidder may withdraw its Bid or re-submit its

Bid (technical and/ or financial cover) as per the instructions/ procedure mentioned at

e-Procurement website under the section "Bidder's Manual Kit".

b) Bids withdrawn shall not be opened and processes further.

11) Opening of Bids

a) The Bids shall be opened by the bid opening & evaluation committee on the date and

time mentioned in the NIB in the presence of the bidders or their authorised

representatives who choose to be present.

b) The committee may co-opt experienced persons in the committee to conduct the

process of Bid opening.


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c) The committee shall prepare a list of the bidders or their representatives attending the

opening of Bids and obtain their signatures on the same. The list shall also contain the

representative’s name and telephone number and corresponding bidders’ names and

addresses. The authority letters, if any, brought by the representatives shall be attached

to the list. The list shall be signed by all the members of Bid opening committee with

date and time of opening of the Bids.

d) All the documents comprising of technical Bid/ cover shall be opened & downloaded

from the e-Procurement website (only for the bidders who have submitted the

prescribed fee(s) to RISL).

e) The committee shall conduct a preliminary scrutiny of the opened technical Bids to

assess the prima-facie responsiveness and ensure that the: -

a. bid is accompanied by bidding document fee, bid security or bid securing

declaration, and processing fee (if applicable);

b. bid is valid for the period, specified in the bidding document;

c. bid is unconditional and the bidder has agreed to give the required performance

security; and

d. other conditions, as specified in the bidding document are fulfilled.

e. any other information which the committee may consider appropriate.

f) No Bid shall be rejected at the time of Bid opening except the Bids not accompanied with

the proof of payment or instrument of the required price of bidding document,

processing fee and bid security.

g) The Financial Bid cover shall be kept unopened and shall be opened later on the date

and time intimated to the bidders who qualify in the evaluation of technical Bids.

12) Selection Method:

a) The selection method is Least Cost Based Selection (LCBS or L1).


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13) Clarification of Bids

a) To assist in the examination, evaluation, comparison and qualification of the Bids, the

bid evaluation committee may, at its discretion, ask any bidder for a clarification

regarding its Bid. The committee's request for clarification and the response of the

bidder shall be through the e-Procurement portal.

b) Any clarification submitted by a bidder with regard to its Bid that is not in response to

a request by the committee shall not be considered.

c) No change in the prices or substance of the Bid shall be sought, offered, or permitted,

except to confirm the correction of arithmetic errors discovered by the committee in

the evaluation of the financial Bids.

d) No substantive change to qualification information or to a submission, including

changes aimed at making an unqualified bidder, qualified or an unresponsive

submission, responsive shall be sought, offered or permitted.

14) Evaluation & Tabulation of Technical Bids

a) Determination of Responsiveness

a. The bid evaluation committee shall determine the responsiveness of a Bid on the

basis of bidding document and the provisions of pre-qualification/ eligibility criteria

of the bidding document.

b. A responsive Bid is one that meets the requirements of the bidding document

without any material deviation, reservation, or omission where: -

i. “deviation” is a departure from the requirements specified in the bidding

document;

ii. “reservation” is the setting of limiting conditions or withholding from complete

acceptance of the requirements specified in the bidding document; and

iii. “Omission” is the failure to submit part or all of the information or

documentation required in the bidding document.

c. A material deviation, reservation, or omission is one that,

i. if accepted, shall:-

1. affect in any substantial way the scope, quality, or performance of the subject

matter of procurement specified in the bidding documents; or

2. limits in any substantial way, inconsistent with the bidding documents, the

procuring entity’s rights or the bidder’s obligations under the proposed

contract; or


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ii. if rectified, shall unfairly affect the competitive position of other bidders

presenting responsive Bids.

d. The bid evaluation committee shall examine the technical aspects of the Bid in

particular, to confirm that all requirements of bidding document have been met

without any material deviation, reservation or omission.

e. The procuring entity shall regard a Bid as responsive if it conforms to all

requirements set out in the bidding document, or it contains minor deviations that

do not materially alter or depart from the characteristics, terms, conditions and

other requirements set out in the bidding document, or if it contains errors or

oversights that can be corrected without touching on the substance of the Bid.

b) Non-material Non-conformities in Bids

a. The bid evaluation committee may waive any non-conformities in the Bid that do

not constitute a material deviation, reservation or omission, the Bid shall be

deemed to be substantially responsive.

b. The bid evaluation committee may request the bidder to submit the necessary

information or document like audited statement of accounts/ CA Certificate,

Registration Certificate, VAT/ CST clearance certificate, ISO/ CMMi Certificates, etc.

within a reasonable period of time. Failure of the bidder to comply with the request

may result in the rejection of its Bid.

c. The bid evaluation committee may rectify non-material nonconformities or

omissions on the basis of the information or documentation received from the

bidder under (b) above.

c) Technical Evaluation Criteria

As per the terms and conditions of the RFP.

d) Tabulation of Technical Bids

a. If Technical Bids have been invited, they shall be tabulated by the bid evaluation

committee in the form of a comparative statement to evaluate the qualification of

the bidders against the criteria for qualification set out in the bidding document.

b. The members of bid evaluation committee shall give their recommendations below

the table as to which of the bidders have been found to be qualified in evaluation of

Technical Bids and sign it.

e) The number of firms qualified in technical evaluation, if less than three and it is

considered necessary by the procuring entity to continue with the procurement


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process, reasons shall be recorded in writing and included in the record of the

procurement proceedings.

f) The bidders who qualified in the technical evaluation shall be informed in writing about

the date, time and place of opening of their financial Bids.

15) Evaluation & Tabulation of Financial Bids

Subject to the provisions of “Acceptance of Successful Bid and Award of Contract” below,

the procuring entity shall take following actions for evaluation of financial Bids:-

a) For two part/ cover Bid system, the financial Bids of the bidders who qualified in

technical evaluation shall be opened online at the notified time, date and place by the

bid evaluation committee in the presence of the bidders or their representatives who

choose to be present>;

b) the process of opening of the financial Bids shall be similar to that of technical Bids.

c) the names of the bidders, the rates given by them and conditions put, if any, shall be

read out and recorded;

d) conditional Bids are liable to be rejected;

e) the evaluation shall include all costs and all taxes and duties applicable to the bidder as

per law of the Central/ State Government/ Local Authorities, and the evaluation criteria

specified in the bidding documents shall only be applied;

f) the offers shall be evaluated and marked L1, L2, L3 etc. L1 being the lowest offer and

then others in ascending order in case price is the only criteria, or evaluated and marked

H1, H2, H3 etc. in descending order.

g) the bid evaluation committee shall prepare a comparative statement in tabular form in

accordance with rules along with its report on evaluation of financial Bids and

recommend the lowest offer for acceptance to the procuring entity, if price is the only

criterion, or most advantageous Bid in other case;

h) The members of bids evaluation committee shall give their recommendations below the

table regarding lowest Bid or most advantageous Bid and sign it.

i) it shall be ensured that the offer recommended for sanction is justifiable looking to the

prevailing market rates of the goods, works or service required to be procured.

16) Correction of Arithmetic Errors in Financial Bids

The bid evaluation committee shall correct arithmetical errors in substantially responsive

Bids, on the following basis, namely: -


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a) if there is a discrepancy between the unit price and the total price that is obtained by

multiplying the unit price and quantity, the unit price shall prevail and the total price

shall be corrected, unless in the opinion of the bid evaluation committee there is an

obvious misplacement of the decimal point in the unit price, in which case the total

price as quoted shall govern and the unit price shall be corrected;

b) if there is an error in a total corresponding to the addition or subtraction of subtotals,

the subtotals shall prevail and the total shall be corrected; and

c) if there is a discrepancy between words and figures, the amount in words shall prevail,

unless the amount expressed in words is related to an arithmetic error, in which case

the amount in figures shall prevail subject to clause (a) and (b) above.

17) Comparison of rates of firms outside and those in Rajasthan

While tabulating the financial Bids of those firms which are not entitled to price preference,

the element of Rajasthan Value Added Tax (RVAT) shall be excluded from the rates quoted

by the firms of Rajasthan and the element of Central Sales Tax (CST) shall be included in the

rates of firms from outside Rajasthan for financial bid evaluation purpose.

18) Price/ purchase preference in evaluation

Price and/ or purchase preference notified by the State Government (GoR) and as

mentioned in the bidding document shall be considered in the evaluation of Bids and award

of contract.

19) Negotiations

a) Except in case of procurement by method of single source procurement or procurement

by competitive negotiations, to the extent possible, no negotiations shall be conducted

after the pre-bid stage. All clarifications needed to be sought shall be sought in the pre-

bid stage itself.

b) Negotiations may, however, be undertaken only with the lowest or most advantageous

bidder when the rates are considered to be much higher than the prevailing market

rates.

c) The bid evaluation committee shall have full powers to undertake negotiations. Detailed

reasons and results of negotiations shall be recorded in the proceedings.

d) The lowest or most advantageous bidder shall be informed in writing either through

messenger or by registered letter and e-mail (if available). A minimum time of seven

days shall be given for calling negotiations. In case of urgency the bid evaluation

committee, after recording reasons, may reduce the time, provided the lowest or most


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advantageous bidder has received the intimation and consented to regarding holding of

negotiations.

e) Negotiations shall not make the original offer made by the bidder inoperative. The bid

evaluation committee shall have option to consider the original offer in case the bidder

decides to increase rates originally quoted or imposes any new terms or conditions.

f) In case of non-satisfactory achievement of rates from lowest or most advantageous

bidder, the bid evaluation committee may choose to make a written counter offer to the

lowest or most advantageous bidder and if this is not accepted by him, the committee

may decide to reject and re-invite Bids or to make the same counter-offer first to the

second lowest or most advantageous bidder, then to the third lowest or most

advantageous bidder and so on in the order of their initial standing and work/ supply

order be awarded to the bidder who accepts the counter-offer. This procedure would

be used in exceptional cases only.

g) In case the rates even after the negotiations are considered very high, fresh Bids shall

be invited.

20) Exclusion of Bids/ Disqualification

a) A procuring entity shall exclude/ disqualify a Bid, if: -

a. the information submitted, concerning the qualifications of the bidder, was false or

constituted a misrepresentation; or

b. the information submitted, concerning the qualifications of the bidder, was

materially inaccurate or incomplete; and

c. the bidder is not qualified as per pre-qualification/ eligibility criteria mentioned in

the bidding document;

d. the Bid materially departs from the requirements specified in the bidding document

or it contains false information;

e. the bidder, submitting the Bid, his agent or any one acting on his behalf, gave or

agreed to give, to any officer or employee of the procuring entity or other

governmental authority a gratification in any form, or any other thing of value, so as

to unduly influence the procurement process;

f. a bidder, in the opinion of the procuring entity, has a conflict of interest materially

affecting fair competition.

b) A Bid shall be excluded/ disqualified as soon as the cause for its exclusion/

disqualification is discovered.


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c) Every decision of a procuring entity to exclude a Bid shall be for reasons to be recorded

in writing and shall be: -

a. communicated to the concerned bidder in writing;

b. published on the State Public Procurement Portal, if applicable.

21) Lack of competition

a) A situation may arise where, if after evaluation of Bids, the bid evaluation committee

may end-up with one responsive Bid only. In such situation, the bid evaluation

committee would check as to whether while floating the NIB all necessary requirements

to encourage competition like standard bid conditions, industry friendly specifications,

wide publicity, sufficient time for formulation of Bids, etc were fulfilled. If not, the NIB

would be re-floated after rectifying deficiencies. The bid process shall be considered

valid even if there is one responsive Bid, provided that: -

a. the Bid is technically qualified;

b. the price quoted by the bidder is assessed to be reasonable;

c. the Bid is unconditional and complete in all respects;

d. there are no obvious indicators of cartelization amongst bidders; and

e. the bidder is qualified as per the provisions of pre-qualification/ eligibility criteria

in the bidding document

b) The bid evaluation committee shall prepare a justification note for approval by the next

higher authority of the procuring entity, with the concurrence of the accounts member.

c) In case of dissent by any member of bid evaluation committee, the next higher authority

in delegation of financial powers shall decide as to whether to sanction the single Bid or

re-invite Bids after recording reasons.

d) If a decision to re-invite the Bids is taken, market assessment shall be carried out for

estimation of market depth, eligibility criteria and cost estimate.

22) Acceptance of the successful Bid and award of contract

a) The procuring entity after considering the recommendations of the bid evaluation

committee and the conditions of Bid, if any, financial implications, trials, sample testing

and test reports, etc., shall accept or reject the successful Bid. If any member of the bid

evaluation committee, has disagreed or given its note of dissent, the matter shall be

referred to the next higher authority, as per delegation of financial powers, for decision.

b) Decision on Bids shall be taken within original validity period of Bids and time period

allowed to procuring entity for taking decision. If the decision is not taken within the


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original validity period or time limit allowed for taking decision, the matter shall be

referred to the next higher authority in delegation of financial powers for decision.

c) Before award of the contract, the procuring entity shall ensure that the price of

successful Bid is reasonable and consistent with the required quality.

d) A Bid shall be treated as successful only after the competent authority has approved the

procurement in terms of that Bid.

e) The procuring entity shall award the contract to the bidder whose offer has been

determined to be the lowest or most advantageous in accordance with the evaluation

criteria set out in the bidding document and if the bidder has been determined to be

qualified to perform the contract satisfactorily on the basis of qualification criteria fixed

for the bidders in the bidding document for the subject matter of procurement.

f) Prior to the expiration of the period of bid validity, the procuring entity shall inform the

successful bidder, in writing, that its Bid has been accepted.

g) As soon as a Bid is accepted by the competent authority, its written intimation shall be

sent to the concerned bidder by registered post or email and asked to execute an

agreement in the format given in the bidding documents on a non-judicial stamp of

requisite value and deposit the amount of performance security or a performance

security declaration, if applicable, within a period specified in the bidding documents

or where the period is not specified in the bidding documents then within fifteen days

from the date on which the letter of acceptance or letter of intent is dispatched to the

bidder.

h) If the issuance of formal letter of acceptance is likely to take time, in the meanwhile a

Letter of Intent (LOI) may be sent to the bidder. The acceptance of an offer is complete

as soon as the letter of acceptance or letter of intent is posted and/ or sent by email (if

available) to the address of the bidder given in the bidding document. Until a formal

contract is executed, the letter of acceptance or LOI shall constitute a binding contract.

i) The bid security of the bidders who’s Bids could not be accepted shall be refunded soon

after the contract with the successful bidder is signed and its performance security is

obtained.

23) Information and publication of award

Information of award of contract shall be communicated to all participating bidders and

published on the respective website(s) as specified in NIB.


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24) Procuring entity’s right to accept or reject any or all Bids

The Procuring entity reserves the right to accept or reject any Bid, and to annul (cancel) the

bidding process and reject all Bids at any time prior to award of contract, without thereby

incurring any liability to the bidders.

25) Right to vary quantity

a) At the time of award of contract, the quantity of goods, works or services originally

specified in the bidding documents may be increased, but such increase shall not exceed

20% of the quantity specified in the bidding documents. It shall be without any change

in the unit prices or other terms and conditions of the Bid and the bidding documents.

b) If the procuring entity does not procure any subject matter of procurement or procures

less than the quantity specified in the bidding documents due to change in

circumstances, the bidder shall not be entitled for any claim or compensation.

c) Repeat orders for extra items or additional quantities may be placed on the rates and

conditions given in the contract. Delivery or completion period may also be

proportionately increased. The limits of repeat order shall be as under: -

a. 50% of the quantity of the individual items and 20% of the value of original contract

in case of works; and

b. 25% of the value of goods or services of the original contract.

26) Performance Security

a) Prior to execution of agreement, Performance security shall be solicited from all

successful bidders except the departments of the State Government and undertakings,

corporations, autonomous bodies, registered societies, co-operative societies which are

owned or controlled or managed by the State Government and undertakings of the

Central Government. However, a performance security declaration shall be taken from

them. The State Government may relax the provision of performance security in

particular procurement or any class of procurement.

b) The amount of performance security shall be 5%, of the amount of supply order in case

of procurement of goods and services. In case of Small Scale Industries (SSI) of

Rajasthan, it shall be 1% of the amount of quantity ordered for supply of goods and in

case of sick industries, other than SSI, whose cases are pending before the Board of

Industrial and Financial Reconstruction (BIFR), it shall be 2% of the amount of supply

order.

c) Performance security shall be furnished in any one of the following forms: -


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a. deposit though eGRAS;

b. Bank Draft or Banker's Cheque of a scheduled bank;

c. National Savings Certificates and any other script/ instrument under

National Savings Schemes for promotion of small savings issued by a Post Office

in Rajasthan, if the same can be pledged under the relevant rules. They shall be

accepted at their surrender value at the time of bid and formally transferred in

the name of procuring entity with the approval of Head Post Master;

d. Bank guarantee/s of a scheduled bank. It shall be got verified from the issuing

bank. Other conditions regarding bank guarantee shall be same as mentioned in

the bidding document for bid security;

e. Fixed Deposit Receipt (FDR) of a scheduled bank. It shall be in the name of

procuring entity on account of bidder and discharged by the bidder in advance.

The procuring entity shall ensure before accepting the FDR that the bidder

furnishes an undertaking from the bank to make payment/ premature payment

of the FDR on demand to the procuring entity without requirement of consent of

the bidder concerned. In the event of forfeiture of the performance security, the

Fixed Deposit shall be forfeited along with interest earned on such Fixed Deposit.

d) Performance security furnished in the form specified in clause [b.] to [e.] of (c) above

shall remain valid for a period of 60 days beyond the date of completion of all

contractual obligations of the bidder, including warranty obligations and maintenance

and defect liability period.

e) Forfeiture of Security Deposit: Security amount in full or part may be forfeited, including

interest, if any, in the following cases:-

a. When any terms and condition of the contract is breached.

b. When the bidder fails to make complete supply satisfactorily.

c. if the bidder breaches any provision of code of integrity, prescribed for bidders,


f) Notice will be given to the bidder with reasonable time before PSD deposited is

forfeited.

g) No interest shall be payable on the PSD.

27) Execution of agreement

a) A procurement contract shall come into force from the date on which the letter of

acceptance or letter of intent is despatched to the bidder.


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b) The successful bidder shall sign the procurement contract within 7 days from the date

on which the letter of acceptance or letter of intent is despatched to the successful

bidder.

c) If the bidder, who’s Bid has been accepted, fails to sign a written procurement contract

or fails to furnish the required performance security within specified period, the

procuring entity shall take action against the successful bidder as per the provisions of

the bidding document and Act. The procuring entity may, in such case, cancel the

procurement process or if it deems fit, offer for acceptance the rates of lowest or most

advantageous bidder to the next lowest or most advantageous bidder, in accordance

with the criteria and procedures set out in the bidding document.

d) The bidder will be required to execute the agreement on a non-judicial stamp of

specified value at its cost and to be purchase from anywhere in Rajasthan only.

28) Confidentiality

a) Notwithstanding anything contained in this bidding document but subject to the

provisions of any other law for the time being in force providing for disclosure of

information, a procuring entity shall not disclose any information if such disclosure, in

its opinion, is likely to: -

a. impede enforcement of any law;

b. affect the security or strategic interests of India;

c. affect the intellectual property rights or legitimate commercial interests of bidders;

d. affect the legitimate commercial interests of the procuring entity in situations that

may include when the procurement relates to a project in which the procuring entity

is to make a competitive bid, or the intellectual property rights of the procuring

entity.

b) The procuring entity shall treat all communications with bidders related to the

procurement process in such manner as to avoid their disclosure to competing bidders

or to any other person not authorised to have access to such information.

c) The procuring entity may impose on bidders and sub-contractors, if there are any for

fulfilling the terms of the procurement contract, conditions aimed at protecting

information, the disclosure of which violates (a) above.

d) In addition to the restrictions specified above, the procuring entity, while procuring a

subject matter of such nature which requires the procuring entity to maintain

confidentiality, may impose condition for protecting confidentiality of such information.


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29) Cancellation of procurement process

a) If any procurement process has been cancelled, it shall not be reopened but it shall not

prevent the procuring entity from initiating a new procurement process for the same

subject matter of procurement, if required.

b) A procuring entity may, for reasons to be recorded in writing, cancel the process of

procurement initiated by it -

a. at any time prior to the acceptance of the successful Bid; or

b. after the successful Bid is accepted in accordance with (d) and (e) below.

c) The procuring entity shall not open any bids or proposals after taking a decision to

cancel the procurement and shall return such unopened bids or proposals.

d) The decision of the procuring entity to cancel the procurement and reasons for such

decision shall be immediately communicated to all bidders that participated in the

procurement process.

e) If the bidder who’s Bid has been accepted as successful fails to sign any written

procurement contract as required, or fails to provide any required security for the

performance of the contract, the procuring entity may cancel the procurement process.

f) If a bidder is convicted of any offence under the Act, the procuring entity may: -

a. cancel the relevant procurement process if the Bid of the convicted bidder has been

declared as successful but no procurement contract has been entered into;

b. rescind (cancel) the relevant contract or forfeit the payment of all or a part of

the contract value if the procurement contract has been entered into between the

procuring entity and the convicted bidder.

30) Code of Integrity for Bidders

a) No person participating in a procurement process shall act in contravention of the code

of integrity prescribed by the State Government.

b) The code of integrity include provisions for: -

a. Prohibiting

i. any offer, solicitation or acceptance of any bribe, reward or gift or any

material benefit, either directly or indirectly, in exchange for an unfair

advantage in the procurement process or to otherwise influence the

procurement process;

ii. any omission, including a misrepresentation that misleads or attempts to

mislead so as to obtain a financial or other benefit or avoid an obligation;


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iii. any collusion, bid rigging or anti-competitive behaviour to impair the

transparency, fairness and progress of the procurement process;

iv. improper use of information shared between the procuring entity and the

bidders with an intent to gain unfair advantage in the procurement process or

for personal gain;

v. any financial or business transactions between the bidder and any officer or

employee of the procuring entity;

vi. any coercion including impairing or harming or threatening to do the same,

directly or indirectly, to any party or to its property to influence the

procurement process;

vii. any obstruction of any investigation or audit of a procurement process;

b. disclosure of conflict of interest;

c. disclosure by the bidder of any previous transgressions with any entity in India or

any other country during the last three years or of any debarment by any other

procuring entity.

c) Without prejudice to the provisions below, in case of any breach of the code of integrity

by a bidder or prospective bidder, as the case may be, the procuring entity may take

appropriate measures including: -

a. exclusion of the bidder from the procurement process;

b. calling-off of pre-contract negotiations and forfeiture or encashment of bid security;

c. forfeiture or encashment of any other security or bond relating to the procurement;

d. recovery of payments made by the procuring entity along with interest thereon at

bank rate;

e. cancellation of the relevant contract and recovery of compensation for loss incurred

by the procuring entity;

f. debarment of the bidder from participation in future procurements of the procuring

entity for a period not exceeding three years.

31) Interference with Procurement Process

A bidder, who: -

a) withdraws from the procurement process after opening of financial bids;

b) withdraws from the procurement process after being declared the successful

bidder;

c) fails to enter into procurement contract after being declared the successful bidder;


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d) fails to provide performance security or any other document or security required in

terms of the bidding documents after being declared the successful bidder, without

valid grounds,

shall, in addition to the recourse available in the bidding document or the

contract, be punished with fine which may extend to fifty lakh rupees or ten per cent

of the assessed value of procurement, whichever is less.

32) Appeals

a) Subject to “Appeal not to lie in certain cases” below, if any bidder or prospective bidder

is aggrieved that any decision, action or omission of the procuring entity is in

contravention to the provisions of the Act or the rules or guidelines issued thereunder,

he may file an appeal to such officer of the procuring entity, as may be designated by it

for the purpose, within a period of 10 days from the date of such decision or action,

omission, as the case may be, clearly giving the specific ground or grounds on which he

feels aggrieved:

a. Provided that after the declaration of a bidder as successful in terms of “Award of

Contract”, the appeal may be filed only by a bidder who has participated in

procurement proceedings:

b. Provided further that in case a procuring entity evaluates the technical Bid before

the opening of the financial Bid, an appeal related to the matter of financial Bid may

be filed only by a bidder whose technical Bid is found to be acceptable.

b) The officer to whom an appeal is filed under (a) above shall deal with the appeal as

expeditiously as possible and shall endeavour to dispose it of within 30 days from the

date of filing of the appeal.

c) If the officer designated under (a) above fails to dispose of the appeal filed under that

sub-section within the period specified in (c) above, or if the bidder or prospective

bidder or the procuring entity is aggrieved by the order passed, the bidder or

prospective bidder or the procuring entity, as the case may be, may file a second appeal

to an officer or authority designated by the State Government in this behalf within 15

days from the expiry of the period specified in (c) above or of the date of receipt of the

order passed under (b) above, as the case may be.

d) The officer or authority to which an appeal is filed under (c) above shall deal with the

appeal as expeditiously as possible and shall endeavour to dispose it of within 30 days

from the date of filing of the appeal:


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e) The officer or authority to which an appeal may be filed under (a) or (d) above shall be

: First Appellate Authority: Principal Secretary, IT&C, GoR

Second Appellate Authority: Principal Secretary, Finance Department, GoR

f) Form of Appeal:

a. Every appeal under (a) and (c) above shall be as per Annexure-16 along with as

many copies as there are respondents in the appeal.

b. Every appeal shall be accompanied by an order appealed against, if any, affidavit

verifying the facts stated in the appeal and proof of payment of fee.

c. Every appeal may be presented to First Appellate Authority or Second Appellate

Authority, as the case may be, in person or through registered post or authorised

representative.

g) Fee for Appeal: Fee for filing appeal:

a. Fee for first appeal shall be rupees two thousand five hundred and for second

appeal shall be rupees ten thousand, which shall be non-refundable.

b. The fee shall be paid in the form of bank demand draft or banker’s cheque of a

Scheduled Bank payable in the name of Appellate Authority concerned.

h) Procedure for disposal of appeal:

a. The First Appellate Authority or Second Appellate Authority, as the case may be,

upon filing of appeal, shall issue notice accompanied by copy of appeal, affidavit

and documents, if any, to the respondents and fix date of hearing.

b. On the date fixed for hearing, the First Appellate Authority or Second Appellate

Authority, as the case may be, shall,-

i. hear all the parties to appeal present before him; and

ii. peruse or inspect documents, relevant records or copies thereof relating

to the matter.

c. After hearing the parties, perusal or inspection of documents and relevant

records or copies thereof relating to the matter, the Appellate Authority

concerned shall pass an order in writing and provide the copy of order to the

parties to appeal free of cost.

d. The order passed under (c) shall also be placed on the State Public Procurement

Portal.

i) No information which would impair the protection of essential security interests of

India, or impede the enforcement of law or fair competition, or prejudice the legitimate


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commercial interests of the bidder or the procuring entity, shall be disclosed in a

proceeding under an appeal.

33) Stay of procurement proceedings

While hearing of an appeal, the officer or authority hearing the appeal may, on an

application made in this behalf and after affording a reasonable opportunity of hearing to

the parties concerned, stay the procurement proceedings pending disposal of the appeal, if

he, or it, is satisfied that failure to do so is likely to lead to miscarriage of justice.

34) Vexatious Appeals & Complaints

Whoever intentionally files any vexatious, frivolous or malicious appeal or complaint

under the “The Rajasthan Transparency Public Procurement Act 2012”, with the intention

of delaying or defeating any procurement or causing loss to any procuring entity or any

other bidder, shall be punished with fine which may extend to twenty lakh rupees or five

per cent of the value of procurement, whichever is less.

35) Offenses by Firms/ Companies

a) Where an offence under “The Rajasthan Transparency Public Procurement Act 2012”

has been committed by a company, every person who at the time the offence was

committed was in charge of and was responsible to the company for the conduct of

the business of the company, as well as the company, shall be deemed to be guilty of

having committed the offence and shall be liable to be proceeded against and punished

accordingly:

Provided that nothing contained in this sub-section shall render any such person

liable for any punishment if he proves that the offence was committed without his

knowledge or that he had exercised all due diligence to prevent the commission of

such offence.

b) Notwithstanding anything contained in (a) above, where an offence under this Act has

been committed by a company and it is proved that the offence has been committed

with the consent or connivance of or is attributable to any neglect on the part of any

director, manager, secretary or other officer of the company, such director, manager,

secretary or other officer shall also be deemed to be guilty of having committed such

offence and shall be liable to be proceeded against and punished accordingly.

c) For the purpose of this section-


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a. "company" means a body corporate and includes a limited liability

partnership, firm, registered society or cooperative society, trust or other

association of individuals; and

b. "director" in relation to a limited liability partnership or firm, means a partner

in the firm.

d) Abetment of certain offenses: Whoever abets an offence punishable under this Act,

whether or not that offence is committed in consequence of that abetment, shall be

punished with the punishment provided for the offence.

36) Debarment from Bidding

a) A bidder shall be debarred by the State Government if he has been convicted of an

offence

a. under the Prevention of Corruption Act, 1988 (Central Act No. 49 of 1988); or

b. under the Indian Penal Code, 1860 (Central Act No. 45 of 1860) or any other

law for the time being in force, for causing any loss of life or property or

causing a threat to public health as part of execution of a public

procurement contract.

b) A bidder debarred under (a) above shall not be eligible to participate in a procurement

process of any procuring entity for a period not exceeding three years commencing

from the date on which he was debarred.

c) If a procuring entity finds that a bidder has breached the code of integrity prescribed

in terms of “Code of Integrity for bidders” above, it may debar the bidder for a period

not exceeding three years.

d) Where the entire bid security or the entire performance security or any substitute

thereof, as the case may be, of a bidder has been forfeited by a procuring entity in

respect of any procurement process or procurement contract, the bidder may be

debarred from participating in any procurement process undertaken by the procuring

entity for a period not exceeding three years.

e) The State Government or a procuring entity, as the case may be, shall not debar a

bidder under this section unless such bidder has been given a reasonable opportunity

of being heard.


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37) Monitoring of Contract

a) An officer or a committee of officers named Contract Monitoring Committee (CMC)

may be nominated by procuring entity to monitor the progress of the contract during

its delivery period.

b) During the delivery period the CMC shall keep a watch on the progress of the contract

and shall ensure that quantity of goods and service delivery is in proportion to the

total delivery period given, if it is a severable contract, in which the delivery of the

goods and service is to be obtained continuously or is batched. If the entire quantity

of goods and service is to be delivered in the form of completed work or entire

contract like fabrication work, the process of completion of work may be watched and

inspections of the selected bidder’s premises where the work is being completed may

be inspected.

c) If delay in delivery of goods and service is observed a performance notice would be

given to the selected bidder to speed up the delivery.

d) Any change in the constitution of the firm, etc. shall be notified forth with by the

contractor in writing to the procuring entity and such change shall not relieve any

former member of the firm, etc., from any liability under the contract.

e) No new partner/ partners shall be accepted in the firm by the selected bidder in

respect of the contract unless he/ they agree to abide by all its terms, conditions and

deposits with the procuring entity through a written agreement to this effect. The

bidder’s receipt for acknowledgement or that of any partners subsequently accepted

as above shall bind all of them and will be sufficient discharge for any of the purpose

of the contract.

f) The selected bidder shall not assign or sub-let his contract or any substantial part

thereof to any other agency without the permission of procuring entity.


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6. GENERALTERMS AND CONDITIONS OF TENDER & CONTRACT

Bidders should read these conditions carefully and comply strictly while sending their bids.

Definitions

For the purpose of clarity, the following words and expressions shall have the meanings hereby

assigned to them: -

a) “Contract” means the Agreement entered into between the Purchaser and the successful/

selected bidder, together with the Contract Documents referred to therein, including all

attachments, appendices, and all documents incorporated by reference therein.

b) “Contract Documents” means the documents listed in the Agreement, including any

amendments thereto.

c) “Contract Price” means the price payable to the successful/ selected bidder as specified in

the Agreement, subject to such additions and adjustments thereto or deductions there

from, as may be made pursuant to the Contract.

d) “Day” means a calendar day.

e) “Delivery” means the transfer of the Goods from the successful/ selected bidder to the

Purchaser in accordance with the terms and conditions set forth in the Contract.

f) “Completion” means the fulfilment of the related services by the successful/ selected bidder

in accordance with the terms and conditions set forth in the Contract.

g) “Goods” means all of the commodities, raw material, machinery and equipment, and/or

other materials that the successful/ selected bidder is required to supply to the Purchaser

under the Contract.

h) “Purchaser” means the entity purchasing the Goods and related services, as specified in the

bidding document.

i) “Related Services” means the services incidental to the supply of the goods, such as

insurance, installation, training and initial maintenance and other similar obligations of the

successful/ selected bidder under the Contract.

j) “Subcontractor” means any natural person, private or government entity, or a combination

of the above, including its legal successors or permitted assigns, to whom any part of the

Goods to be supplied or execution of any part of the related services is subcontracted by

the successful/ selected bidder.

k) “Supplier/ Successful or Selected bidder” means the person, private or government entity,

or a combination of the above, whose Bid to perform the Contract has been accepted by the


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Purchaser and is named as such in the Agreement, and includes the legal successors or

permitted assigns of the successful/ selected bidder.

l) “The Site,” where applicable, means the designated project place(s) named in the bidding

document.

Note: The bidder shall be deemed to have carefully examined the conditions, specifications,

size, make and drawings, etc., of the goods to be supplied and related services to be rendered.

If the bidder has any doubts as to the meaning of any portion of these conditions or of the

specification, drawing, etc., he shall, before submitting the Bid and signing the contract refer

the same to the procuring entity and get clarifications.

1) Contract Documents

Subject to the order of precedence set forth in the Agreement, all documents forming the

Contract (and all parts thereof) are intended to be correlative, complementary, and

mutually explanatory.

2) Interpretation

a) If the context so requires it, singular means plural and vice versa.

b) Entire Agreement: The Contract constitutes the entire agreement between the

Purchaser and the Supplier/ Selected bidder and supersedes all communications,

negotiations and agreements (whether written or oral) of parties with respect thereto

made prior to the date of Contract.

c) Amendment: No amendment or other variation of the Contract shall be valid unless it is

in writing, is dated, expressly refers to the Contract, and is signed by a duly authorized

representative of each party thereto.

d) Non-waiver: Subject to the condition (f) below, no relaxation, forbearance, delay, or

indulgence by either party in enforcing any of the terms and conditions of the Contract

or the granting of time by either party to the other shall prejudice, affect, or restrict the

rights of that party under the Contract, neither shall any waiver by either party of any

breach of Contract operate as waiver of any subsequent or continuing breach of

Contract.

e) Any waiver of a party’s rights, powers, or remedies under the Contract must be in

writing, dated, and signed by an authorized representative of the party granting such

waiver, and must specify the right and the extent to which it is being waived.


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f) Severability: If any provision or condition of the Contract is prohibited or rendered

invalid or unenforceable, such prohibition, invalidity or unenforceability shall not affect

the validity or enforceability of any other provisions and conditions of the Contract.

3) Language

a) The Contract as well as all correspondence and documents relating to the Contract

exchanged by the successful/ selected bidder and the Purchaser, shall be written in

English language only. Supporting documents and printed literature that are part of the

Contract may be in another language provided they are accompanied by an accurate

translation of the relevant passages in the language specified in the special conditions

of the contract, in which case, for purposes of interpretation of the Contract, this

translation shall govern.

b) The successful/ selected bidder shall bear all costs of translation to the governing

language and all risks of the accuracy of such translation.

4) Eligible Goods and Related Services

a) For purposes of this Clause, the term “goods” includes commodities, raw material,

machinery, equipment, and industrial plants; and “related services” includes services

such as insurance, transportation, supply, installation, integration, testing,

commissioning, training, and initial maintenance.

b) All articles/ goods being bid, other than those marked in the Bill of Material (BoM)

should be the ones which are produced in volume and are used by a large number of

users in India/ abroad. All products quoted by the successful/ selected bidder must be

associated with specific make and model number, item code and names and with

printed literature describing configuration and functionality. Any deviation from the

printed specifications should be clearly mentioned in the offer document by the bidder/

supplier. Also, the bidder is to quote/ propose only one make/ model against the

respective item.

c) The OEM/ Vendor of the quoted product must have its own registered spares depot in

India having adequate inventory of the equipment being quoted for providing the

necessary spares as per the requirements of the bidding document.

d) The OEM/ Vendor of the quoted product should also have its direct representation in

India in terms of registered office for at least past 3 years. The presence through any

Distribution/ System Integration partner agreement will not be accepted.


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e) Bidder must quote products in accordance with above clause “Eligible goods and related

services”.

5) Notices

a) Any notice given by one party to the other pursuant to the Contract shall be in writing

to the address specified in the contract. The term “in writing” means communicated in

written form with proof of dispatch and receipt.

b) A Notice shall be effective when delivered or on the Notice’s effective date, whichever is

later.

6) Governing Law

The Contract shall be governed by and interpreted in accordance with the laws of the

Rajasthan State/ the Country (India), unless otherwise specified in the contract.

7) Scope of Supply

a) Subject to the provisions in the bidding document and contract, the goods and related

services to be supplied shall be as specified in the bidding document.

b) Unless otherwise stipulated in the Contract, the scope of supply shall include all such

items not specifically mentioned in the Contract but that can be reasonably inferred

from the Contract as being required for attaining delivery and completion of the goods

and related services as if such items were expressly mentioned in the Contract.

c) The bidder shall not quote and supply and hardware/ software that is likely to be

declared as End of Sale in next 24 months and End of Service/ Support for a period of 3

Years from the last date of bid submission. OEMs are required to mention this in the

MAF for all the quoted hardware/ software. If any of the hardware/ software is found

to be declared as End of Sale/ Service/ Support, then the bidder shall replace all such

hardware/ software with the latest ones having equivalent or higher specifications

without any financial obligation to the purchaser.

8) Delivery & Installation

a) Subject to the conditions of the contract, the delivery of the goods and completion of the

related services shall be in accordance with the delivery and completion schedule

specified in the bidding document. The details of supply/ shipping and other documents

to be furnished by the successful/ selected bidder are specified in the bidding document

and/ or contract.


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b) The contract for the supply can be repudiated at any time by the purchase officer, if the

supplies are not made to his satisfaction after giving an opportunity to the bidder of

being heard and recording the reasons for repudiation.

c) The Supplier/ Selected Bidder shall arrange to supply, install and commission the

ordered materials/ system as per specifications within the specified delivery/

completion period at various departments and/ or their offices/ locations mentioned in

the PO/ WO.

d) Shifting the place of Installation: The user will be free to shift the place of installation

within the same city /town/ district/ division. The successful/ selected bidder shall

provide all assistance, except transportation, in shifting of the equipment. However, if

the city/town is changed, additional charges of assistance in shifting and providing

maintenance services for remaining period would be decided mutually.

9) Supplier’s/ Selected Bidder’s Responsibilities

The Supplier/ Selected Bidder shall supply all the goods and related services included in

the scope of supply in accordance with the provisions of bidding document and/ or

contract.

10) Purchaser’s Responsibilities

a) Whenever the supply of goods and related services requires that the Supplier/ Selected

Bidder obtain permits, approvals, and import and other licenses from local public

authorities, the Purchaser shall, if so required by the Supplier/ Selected Bidder, make

its best effort to assist the Supplier/ Selected Bidder in complying with such

requirements in a timely and expeditious manner.

b) The Purchaser shall pay all costs involved in the performance of its responsibilities, in

accordance with the general and special conditions of the contract.

11) Contract Price

a) The Contract Price shall be paid as specified in the contract subject to any additions and

adjustments thereto, or deductions there from, as may be made pursuant to the

Contract.

b) Prices charged by the Supplier/ Selected Bidder for the Goods delivered and the Related

Services performed under the Contract shall not vary from the prices quoted by the

Supplier/ Selected Bidder in its bid, with the exception of any price adjustments

authorized in the special conditions of the contract.


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12) Recoveries from Supplier/ Selected Bidder

a) Recovery of liquidated damages, short supply, breakage, rejected articles shall be made

ordinarily from bills.

b) The Purchase Officer shall withhold amount to the extent of short supply, broken/

damaged or for rejected articles unless these are replaced satisfactorily. In case of

failure to withhold the amount, it shall be recovered from his dues and performance

security deposit available with RISL.

c) The balance, if any, shall be demanded from the Supplier/ Selected Bidder and when

recovery is not possible, the Purchase Officer shall take recourse to law in force.

13) Taxes & Duties

a) The TDS, Raj-VAT, Service Tax etc., if applicable, shall be deducted at source/ paid by

RISL as per prevailing rates.

b) For goods supplied from outside India, the successful/ selected bidder shall be entirely

responsible for all taxes, stamp duties, license fees, and other such levies imposed

outside the country.

c) For goods supplied from within India, the successful/ selected bidder shall be entirely

responsible for all taxes, duties, license fees, etc., incurred until delivery of the

contracted Goods to the Purchaser.

d) If any tax exemptions, reductions, allowances or privileges may be available to the

successful/ selected bidder in India, the Purchaser shall use its best efforts to enable the

successful/ selected bidder to benefit from any such tax savings to the maximum

allowable extent.

14) Copyright

The copyright in all drawings, design documents, source code and other materials

containing data and information furnished to the Purchaser by the Supplier/ Selected

Bidder herein shall remain vested in the Supplier/ Selected Bidder, or, if they are furnished

to the Purchaser directly or through the Supplier/ Selected Bidder by any third party,

including suppliers of materials, the copyright in such materials shall remain vested in such

third party.


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15) Confidential Information

a) The Purchaser and the Supplier/ Selected Bidder shall keep confidential and shall not,

without the written consent of the other party hereto, divulge to any third party any

drawings, documents, data, or other information furnished directly or indirectly by the

other party hereto in connection with the Contract, whether such information has been

furnished prior to, during or following completion or termination of the Contract.

b) The Supplier/ Selected Bidder may furnish to its Subcontractor, if permitted, such

documents, data, and other information it receives from the Purchaser to the extent

required for the Subcontractor to perform its work under the Contract, in which event

the Supplier/ Selected Bidder shall obtain from such Subcontractor an undertaking of

confidentiality similar to that imposed on the Supplier/ Selected Bidder.

c) The Purchaser shall not use such documents, data, and other information received from

the Supplier/ Selected Bidder for any purposes unrelated to the Contract. Similarly, the

Supplier/ Selected Bidder shall not use such documents, data, and other information

received from the Purchaser for any purpose other than the design, procurement, or

other work and services required for the performance of the Contract.

d) The obligation of a party under sub-clauses above, however, shall not apply to

information that: -

i. the Purchaser or Supplier/ Selected Bidder need to share with RISL or other

institutions participating in the Contract;

ii. now or hereafter enters the public domain through no fault of that party;

iii. can be proven to have been possessed by that party at the time of disclosure and

which was not previously obtained, directly or indirectly, from the other party; or

iv. otherwise lawfully becomes available to that party from a third party that has no

obligation of confidentiality.

e) The above provisions shall not in any way modify any undertaking of confidentiality

given by either of the parties hereto prior to the date of the Contract in respect of the

supply or any part thereof.

f) The provisions of this clause shall survive completion or termination, for whatever

reason, of the Contract.


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16) Sub-contracting

a) The bidder shall not assign or sub-let his contract or any substantial part thereof to any

other agency without the permission of Purchaser/ Tendering Authority.

b) If permitted, the selected bidder shall notify the Purchaser, in writing, of all

subcontracts awarded under the Contract, if not already specified in the Bid.

Subcontracting shall in no event relieve the Supplier/ Selected Bidder from any of its

obligations, duties, responsibilities, or liability under the Contract.

c) Subcontractors, if permitted, shall comply with the provisions of bidding document

and/ or contract.

17) Specifications and Standards

a) All articles supplied shall strictly conform to the specifications, trademark laid down in

the bidding document and wherever articles have been required according to ISI/ ISO/

other applicable specifications/ certifications/ standards, those articles should conform

strictly to those specifications/ certifications/ standards. The supply shall be of best

quality and description. The decision of the competent authority/ purchase committee

whether the articles supplied conforms to the specifications shall be final and binding

on the supplier/ selected bidder.

b) Technical Specifications and Drawings

i. The Supplier/ Selected Bidder shall ensure that the goods and related services

comply with the technical specifications and other provisions of the Contract.

ii. The Supplier/ Selected Bidder shall be entitled to disclaim responsibility for any

design, data, drawing, specification or other document, or any modification thereof

provided or designed by or on behalf of the Purchaser, by giving a notice of such

disclaimer to the Purchaser.

iii. The goods and related services supplied under this Contract shall conform to the

standards mentioned in bidding document and, when no applicable standard is

mentioned, the standard shall be equivalent or superior to the official standards

whose application is appropriate to the country of origin of the Goods.

c) Wherever references are made in the Contract to codes and standards in accordance

with which it shall be executed, the edition or the revised version of such codes and

standards shall be those specified in the bidding document. During Contract execution,

any changes in any such codes and standards shall be applied only after approval by the

Purchaser and shall be treated in accordance with the general conditions of the contract.


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d) The supplier/ selected bidder must certify that all the goods are new, unused, and of the

agreed make and models, and that they incorporate all recent improvements in design

and materials, unless provided otherwise in the Contract.

e) The supplier/ selected bidder should further warrant that the Goods shall be free from

defects arising from any act or omission of the supplier/ selected bidder or arising from

design, materials, and workmanship, under normal use in the conditions prevailing in

the place of final destination.

18) Packing and Documents

a) The Supplier/ Selected Bidder shall provide such packing of the Goods as is required to

prevent their damage or deterioration during transit to their final destination, as

indicated in the Contract. During transit, the packing shall be sufficient to withstand,

without limitation, rough handling and exposure to extreme temperatures, salt and

precipitation, and open storage. Packing case size and weights shall take into

consideration, where appropriate, the remoteness of the final destination of the Goods

and the absence of heavy handling facilities at all points in transit.

b) The packing, marking, and documentation within and outside the packages shall comply

strictly with such special requirements as shall be expressly provided for in the

Contract, including additional requirements, if any, specified in the contract, and in any

other instructions ordered by the Purchaser.

19) Insurance

a) The Goods supplied under the Contract shall be fully insured against loss by theft,

destruction or damage incidental to manufacture or acquisition, transportation,

storage, fire, flood, under exposure to weather and delivery at the designated project

locations, in accordance with the applicable terms. The insurance charges will be borne

by the supplier and Purchaser will not be required to pay such charges if incurred.

b) The goods will be delivered at the FOR destination in perfect condition.

20) Transportation

a) The supplier/ selected bidder shall be responsible for transport by sea, rail and road or

air and delivery of the material in the good condition to the consignee at destination. In

the event of any loss, damage, breakage or leakage or any shortage the bidder shall be

liable to make good such loss and shortage found at the checking/ inspection of the

material by the consignee. No extra cost on such account shall be admissible.


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b) All goods must be sent freight paid through Railways or goods transport. If goods are

sent freight to pay, the freight together with departmental charge @5% of the freight

will be recovered from the supplier’s/ selected bidder’s bill.

21) Inspection

a) The Purchase Officer or his duly authorized representative shall at all reasonable time

have access to the supplier’s/ selected bidder’s premises and shall have the power at all

reasonable time to inspect and examine the materials and workmanship of the goods/

equipment/ machineries during manufacturing process or afterwards as may be

decided.

b) The supplier/ selected bidder shall furnish complete address of the premises of his

factory, office, go-down and workshop where inspection can be made together with

name and address of the person who is to be contacted for the purpose.

c) After successful inspection, it will be supplier’s/ selected bidder’s responsibility to

dispatch and install the equipment at respective locations without any financial liability

to the Purchaser. However, supplies when received at respective locations shall be

subject to inspection to ensure whether they conform to the specification.

22) Samples

a) When notified by the Purchaser to the supplier/ bidder/ selected bidder, Bids for

articles/ goods marked in the BoM1 shall be accompanied by four sets of samples of the

articles quoted properly packed. Such samples if submitted personally will be received

in the office. A receipt will be given for each sample by the officer receiving the samples.

Samples if sent by train, etc., should be despatched freight paid and the R/R or G.R.

should be sent under a separate registered cover. Samples for catering/ food items

should be given in a plastic box or in polythene bags at the cost of the bidder.

b) Each sample shall be marked suitably either by written on the sample or on a slip of

durable paper securely fastened to the sample, the name of the bidder and serial

number of the item, of which it is a sample in the schedule.

c) Approved samples would be retained free of cost upto the period of six months after the

expiry of the contract. RISL shall not be responsible for any damage, wear and tear or

loss during testing, examination, etc., during the period these samples are retained.

1 Please make sure the respective items under this category are marked in the BoM for better clarity to bidders.


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The Samples shall be collected by the supplier/ bidder/ selected bidder on the expiry of

stipulated period. RISL shall in no way make arrangements to return the samples. The

samples uncollected within 9 months after expiry of contract shall be forfeited by RISL

and no claim for their cost, etc., shall be entertained.

d) Samples not approved shall be collected by the unsuccessful bidder. RISL will not be

responsible for any damage, wear and tear, or loss during testing, examination, etc.,

during the period these samples are retained. The uncollected samples shall be forfeited

and no claim for their cost, etc., shall be entertained.

e) Supplies when received may be subject to inspection to ensure whether they conform

to the specifications or with the approved samples. Where necessary or prescribed or

practical, tests shall be carried out in Government laboratories, reputed testing house

like STQC (ETDC) and the like and the supplies will be accepted only when the articles

conform to the standard of prescribed specifications as a result of such tests.

f) The supplier/ selected bidder shall at its own expense and at no cost to the Purchaser

carry out all such tests and/ or inspections of the Goods and Related Services as are


23) Drawl of Samples

In case of tests, wherever feasible, samples shall be drawn in four sets in the presence of

supplier/ bidder/ selected bidder or his authorised representative and properly sealed in

their presence. Once such set shall be given to them, one or two will be sent to the

laboratories and/ or testing house and the third or fourth will be retained in the office for

reference and record.

24) Testing charges

Testing charges shall be borne by the Government. In case, test results showing that

supplies are not upto the prescribed standards or specifications, the testing charges shall

be payable by the selected bidder.

25) Rejection

a) Articles not approved during inspection or testing shall be rejected and will have to be

replaced by the selected bidder at his own cost within the time fixed by the Purchase

Officer.

b) If, however, due to exigencies of work, such replacement either in whole or in part, is

not considered feasible, the Purchase Officer after giving an opportunity to the selected


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bidder of being heard shall for reasons to be recorded, deduct a suitable amount from

the approved rates. The deduction so made shall be final.

c) The rejected articles shall be removed by the supplier/ bidder/ selected bidder within

15 days of intimation of rejection, after which Purchase Officer shall not be responsible

for any loss, shortage or damage and shall have the right to dispose of such articles as

he thinks fit, at the selected bidder’s risk and on his account.

26) Extension in Delivery Period and Liquidated Damages (LD)

a) Except as provided under clause “Force Majeure”, if the supplier/ selected bidder fails

to deliver any or all of the Goods or perform the Related Services within the period

specified in the Contract, the Purchaser may without prejudice to all its other remedies

under the Contract, deduct from the Contract Price, as liquidated damages, a sum

equivalent to the percentage specified in (d) below for each week or part thereof of

delay until actual delivery or performance, up to a maximum deduction of the

percentage specified in the bidding document and/ or contract. Once the maximum is

reached, the Purchaser may terminate the Contract pursuant to clause “Termination”.

b) The time specified for delivery in the bidding document shall be deemed to be the

essence of the contract and the supplier/ selected bidder shall arrange goods supply

and related services within the specified period.

c) Delivery and installation/ completion period may be extended with or without

liquidated damages, if the delay in the supply of goods or service is on account of

hindrances beyond the control of the supplier/ selected bidder.

i. The supplier/ selected bidder shall request in writing to the Purchaser giving

reasons for extending the delivery period of service, if he finds himself unable to

complete the supply of goods or service within the stipulated delivery period or is

unable to maintain prorate progress in the supply of goods or service delivery. This

request shall be submitted as soon as a hindrance in delivery of goods and service

occurs or within 15 days from such occurrence but before expiry of stipulated

period of completion of delivery of goods and service after which such request shall

not be entertained.

ii. The Purchaser shall examine the justification of causes of hindrance in the delivery

of goods and service and the period of delay occurred due to that and recommend

the competent authority on the period of extension which should be granted with or

without liquidated damages.


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iii. Normally, extension in delivery period of goods and service in following

circumstances may be considered without liquidated damages:

a. When delay has occurred due to delay in supply of drawings, designs, plans etc.

if the RISL was required to supply them to the supplier of goods or service

provider as per terms of the contract.

b. When delay has occurred in supply of materials etc. if these were required to be

supplied to the supplier or service provider by the RISL as per terms of the

contract.

iv. If the competent authority agrees to extend the delivery period/ schedule, an

amendment to the contract with suitable denial clauses and with or without

liquidated damages, as the case may be, shall be issued. The amendment letter shall

mention that no extra price or additional cost for any reason, what so ever beyond

the contracted cost shall be paid for the delayed supply of goods and service.

v. It shall be at the discretion of the concerned authority to accept or not to accept the

supply of goods and/ or services rendered by the contractor after the expiry of the

stipulated delivery period, if no formal extension in delivery period has been applied

and granted. The competent authority shall have right to cancel the contract with

respect to undelivered goods and/ or service.

vi. If RISL is in need of the good and/ or service rendered after expiry of the stipulated

delivery period, it may accept the services and issue a letter of extension in delivery

period with usual liquidated damages and denial clauses to regularize the

transaction.

d) In case of extension in the delivery and/ or installation/ completion/ commissioning

period is granted with full liquidated damages, the recovery shall be made on the basis

of following percentages of value of goods and/ or service which the supplier/ selected

bidder has failed to supply/ install/ complete : -

No. Condition LD %*

a. Delay up to one fourth period of the prescribed period of delivery,

successful installation and completion of work 2.5 %

b. Delay exceeding one fourth but not exceeding half of the prescribed

period of delivery, successful installation and completion of work 5.0 %

c. Delay exceeding half but not exceeding three fourth of the prescribed

period of delivery, successful installation and completion of work 7.5 %


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d. Delay exceeding three fourth of the prescribed period of delivery,

successful installation and completion of work 10.0 %

i. Fraction of a day in reckoning period of delay in supplies, successful installation and

completion of work shall be eliminated, if it is less than half a day.

ii. The maximum amount of liquidated damages shall be 10% of the contract value.

iii. *The percentage refers to the payment due for the associated works/ goods/

service.

27) Authenticity of Equipment

a) The selected bidder shall certify (as per Annexure-9) that the supplied goods are brand

new, genuine/ authentic, not refurbished, conform to the description and quality as

specified in this bidding document and are free from defects in material, workmanship

and service.

b) If during the contract period, the said goods be discovered counterfeit/ unauthentic or

not to conform to the description and quality aforesaid or have determined (and the

decision of the Purchase Officer in that behalf will be final and conclusive),

notwithstanding the fact that the purchaser may have inspected and/ or approved the

said goods, the purchaser will be entitled to reject the said goods or such portion thereof

as may be discovered not to conform to the said description and quality, on such

rejection the goods will be at the selected bidder’s risk and all the provisions relating to

rejection of goods etc., shall apply. The selected bidder shall, if so called upon to do,

replace the goods etc., or such portion thereof as is rejected by Purchase Officer,

otherwise the selected bidder shall pay such damage as may arise by the reason of the

breach of the condition herein contained. Nothing herein contained shall prejudice any

other right of the Purchase Officer in that behalf under this contract or otherwise.

c) Goods accepted by the purchaser in terms of the contract shall in no way dilute

purchaser’s right to reject the same later, if found deficient in terms of the this clause of

the contract.

28) Warranty

a) The bidder must supply all items with comprehensive on-site OEM warranty valid for

three years after the goods, or any portion thereof as the case may be, have been

delivered to, installed and accepted at the final destination(s) indicated in the bidding

document. However, if delay of installation is more than a month’s time due to the


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reasons ascribed to the bidder, the warranty shall start from the date of last successful

installation of the items covered under the PO.

b) At the time of goods delivery, the selected bidder shall submit a certificate/ undertaking

from all the respective OEMs mentioning the fact that the goods supplied are covered

under comprehensive warranty & support for the prescribed period.

c) The purchaser shall give a written notice to the selected bidder stating the nature of any

defect together with all available evidence thereof, promptly following the discovery

thereof. The purchaser shall afford all reasonable opportunity for the selected bidder to

inspect such defects. Upon receipt of such notice, the selected bidder shall expeditiously

cause to repair the defective goods or parts thereof or replace the defective goods or

parts thereof with brand new genuine/ authentic ones having similar or higher

specifications from the respective OEM, at no cost to the Purchaser. Any goods repaired

or replaced by the selected bidder shall be delivered at the respective location without

any additional costs to the purchaser.

d) If having been notified, the selected bidder fails to remedy the defect within the period

specified, the purchaser may proceed to take within a reasonable period such remedial

action as may be necessary, in addition to other recourses available in terms and

conditions of the contract and bidding document.

e) During the warranty period, the bidder shall also be responsible to ensure adequate and

timely availability of spare parts needed for repairing the supplied goods.

f) The warranty on supplied software media, if any, should be at least 90 days.

29) Patent Indemnity

a) The supplier/ selected bidder shall, subject to the Purchaser’s compliance with sub-

clause (b) below, indemnify and hold harmless the Purchaser and its employees and

officers from and against any and all suits, actions or administrative proceedings,

claims, demands, losses, damages, costs, and expenses of any nature, including

attorney’s fees and expenses, which the Purchaser may suffer as a result of any

infringement or alleged infringement of any patent, utility model, registered design,

trademark, copyright, or other intellectual property right registered or otherwise

existing at the date of the Contract by reason of: -

i. the installation of the Goods by the supplier/ selected bidder or the use of the Goods

in the country where the Site is located; and

ii. the sale in any country of the products produced by the Goods.


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Such indemnity shall not cover any use of the Goods or any part thereof other than for

the purpose indicated by or to be reasonably inferred from the Contract, neither any

infringement resulting from the use of the Goods or any part thereof, or any products

produced thereby in association or combination with any other equipment, plant, or

materials not supplied by the supplier/ selected bidder, pursuant to the Contract.

b) If any proceedings are brought or any claim is made against the Purchaser arising out

of the matters referred to above, the Purchaser shall promptly give the supplier/

selected bidder a notice thereof, and the supplier/ selected bidder may at its own

expense and in the Purchaser’s name conduct such proceedings or claim and any

negotiations for the settlement of any such proceedings or claim.

c) If the supplier/ selected bidder fails to notify the Purchaser within thirty (30) days after

receipt of such notice that it intends to conduct any such proceedings or claim, then the

Purchaser shall be free to conduct the same on its own behalf.

d) The Purchaser shall, at the supplier’s/ selected bidder’s request, afford all available

assistance to the supplier/ selected bidder in conducting such proceedings or claim, and

shall be reimbursed by the supplier/ selected bidder for all reasonable expenses

incurred in so doing.

e) The Purchaser shall indemnify and hold harmless the supplier/ selected bidder and its

employees, officers, and Subcontractors (if any) from and against any and all suits,

actions or administrative proceedings, claims, demands, losses, damages, costs, and

expenses of any nature, including attorney’s fees and expenses, which the supplier/

selected bidder may suffer as a result of any infringement or alleged infringement of

any patent, utility model, registered design, trademark, copyright, or other intellectual

property right registered or otherwise existing at the date of the Contract arising out of

or in connection with any design, data, drawing, specification, or other documents or

materials provided or designed by or on behalf of the Purchaser.

30) Limitation of Liability

Except in cases of gross negligence or wilful misconduct: -

a) neither party shall be liable to the other party for any indirect or consequential loss or

damage, loss of use, loss of production, or loss of profits or interest costs, provided that

this exclusion shall not apply to any obligation of the supplier/ selected bidder to pay

liquidated damages to the Purchaser; and


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b) the aggregate liability of the supplier/ selected bidder to the Purchaser, whether under

the Contract, in tort, or otherwise, shall not exceed the amount specified in the Contract,

provided that this limitation shall not apply to the cost of repairing or replacing

defective equipment, or to any obligation of the supplier/ selected bidder to indemnify

the Purchaser with respect to patent infringement.

31) Force Majeure

a) The supplier/ selected bidder shall not be liable for forfeiture of its PSD, LD, or

termination for default if and to the extent that it’s delay in performance or other failure

to perform its obligations under the Contract is the result of an event of Force Majeure.

b) For purposes of this Clause, “Force Majeure” means an event or situation beyond the

control of the supplier/ selected bidder that is not foreseeable, is unavoidable, and its

origin is not due to negligence or lack of care on the part of the supplier/ selected bidder.

Such events may include, but not be limited to, acts of the Purchaser in its sovereign

capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions, and

freight embargoes.

c) If a Force Majeure situation arises, the supplier/ selected bidder shall promptly notify

the RISL in writing of such conditions and cause thereof within 15 days of occurrence

of such event. Unless otherwise directed by RISL, the supplier/ selected bidder shall

continue to perform its obligations under the contract as far as reasonably practical.

d) If the performance in whole or part or any obligation under the contract is prevented or

delayed by any reason of Force Majeure for a period exceeding 60 days, either party at

its option may terminate the contract without any financial repercussion on either side.

e) In case a Force Majeure situation occurs with the RISL, the RISL may take the case with

the supplier/ selected bidder on similar lines.

32) Change Orders and Contract Amendments

a) The Purchaser may at any time order the supplier/ selected bidder through Notice in

accordance with clause “Notices” above, to make changes within the general scope of

the Contract in any one or more of the following: -

i. drawings, designs, or specifications, where Goods to be furnished under the

Contract are to be specifically manufactured for the Purchaser;

ii. the method of shipment or packing;

iii. the place of delivery; and

iv. the related services to be provided by the supplier/ selected bidder.


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b) If any such change causes an increase or decrease in the cost of, or the time required

for, the supplier’s/ selected bidder’s performance of any provisions under the Contract,

an equitable adjustment shall be made in the Contract Price or in the Delivery and

Completion Schedule, or both, and the Contract shall accordingly should be amended.

Any claims by the supplier/ selected bidder for adjustment under this clause must be

asserted within thirty (30) days from the date of the supplier’s/ selected bidder’s

receipt of the Purchaser’s change order.

c) Prices to be charged by the supplier/ selected bidder for any related services that might

be needed but which were not included in the Contract shall be agreed upon in advance

by the parties and shall not exceed the prevailing rates charged to other parties by the

supplier/ selected bidder for similar services.

33) Termination

a) Termination for Default

i. The tender sanctioning authority of RISL may, without prejudice to any other

remedy for breach of contract, by a written notice of default of at least 30 days sent

to the supplier/ selected bidder, terminate the contract in whole or in part: -

a. If the supplier/ selected bidder fails to deliver any or all quantities of the service

within the time period specified in the contract, or any extension thereof granted

by RISL; or

b. If the supplier/ selected bidder fails to perform any other obligation under the

contract within the specified period of delivery of service or any extension

granted thereof; or

c. If the supplier/ selected bidder, in the judgement of the Purchaser, is found to be

engaged in corrupt, fraudulent, collusive, or coercive practices in competing for

or in executing the contract.

d. If the supplier/ selected bidder commits breach of any condition of the contract.

ii. If RISL terminates the contract in whole or in part, amount of PSD may be forfeited.

iii. Before cancelling a contract and taking further action, advice of senior most finance

person available in the office and of legal adviser or legal assistant posted in the

office, if there is one, may be obtained.

b) Termination for Insolvency

RISL may at any time terminate the Contract by giving a written notice of at least 30

days to the supplier/ selected bidder, if the supplier/ selected bidder becomes bankrupt


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or otherwise insolvent. In such event, termination will be without compensation to the

supplier/ selected bidder, provided that such termination will not prejudice or affect

any right of action or remedy that has accrued or will accrue thereafter to RISL.

c) Termination for Convenience

i. RISL, by a written notice of at least 30 days sent to the supplier/ selected bidder,

may terminate the Contract, in whole or in part, at any time for its convenience. The

Notice of termination shall specify that termination is for the Purchaser’s

convenience, the extent to which performance of the supplier/ selected bidder

under the Contract is terminated, and the date upon which such termination

becomes effective.

ii. Depending on merits of the case the supplier/ selected bidder may be appropriately

compensated on mutually agreed terms for the loss incurred by the contract if any

due to such termination.

iii. The Goods that are complete and ready for shipment within twenty-eight (28) days

after the supplier’s/ selected bidder’s receipt of the Notice of termination shall be

accepted by the Purchaser at the Contract terms and prices. For the remaining

Goods, the Purchaser may elect:

a. To have any portion completed and delivered at the Contract terms and prices;

and/or

b. To cancel the remainder and pay to the supplier/ selected bidder an agreed

amount for partially completed Goods and Related Services and for materials

and parts previously procured by the supplier/ selected bidder.

34) Exit Management

a) Preamble

i. The word ‘parties’ include the procuring entity and the selected bidder.

ii. This Schedule sets out the provisions, which will apply on expiry or termination

of the Project Implementation and Operations and Management of SLA.

iii. In the case of termination of the Project Implementation and/ or Operation and

Management SLA due to illegality, the Parties shall agree at that time whether, and

if so during what period, the provisions of this Schedule shall apply.

iv. The Parties shall ensure that their respective associated entities carry out their

respective obligations set out in this Exit Management Schedule.

b) Transfer of Assets


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i. The selected bidder may continue work on the assets for the duration of the exit

management period which may be a six months period from the date of expiry or

termination of the agreement, if required by RISL to do so. During this period, the

selected bidder will transfer all the assets in good working condition and as per

the specifications of the bidding document including the ones being upgraded to

the department/ designated agency. The security deposit/ performance security

submitted by selected bidder will only be returned after the successful transfer of

the entire project including its infrastructure.

ii. The selected bidder, if not already done, will transfer all the Software Licenses

under the name of the RISL as desired by the procuring entity during the exit

management period.

iii. RISL during the project implementation phase and the operation and management

phase shall be entitled to serve notice in writing to the selected bidder at any time

during the exit management period requiring the selected bidder to provide

DoIT&C or its nominated agencies with a complete and up-to-date list of the assets

within 30 days of such notice.

iv. Upon service of a notice, as mentioned above, the following provisions shall apply:

-

a. In the event, if the assets which to be transferred to RISL mortgaged to any

financial institutions by the selected bidder, the selected bidder shall ensure

that all such liens and liabilities have been cleared beyond any doubt, prior to

such transfer. All documents regarding the discharge of such lien and liabilities

shall be furnished to RISL or its nominated agencies.

b. All title of the assets to be transferred to RISL or its nominated agencies

pursuant to clause(s) above shall be transferred on the last day of the exit

management period. All expenses occurred during transfer of assets shall be

borne by the selected bidder.

c. That on the expiry of this clause, the selected bidder and any individual

assigned for the performance of the services under this clause shall handover

or cause to be handed over all confidential information and all other related

material in its possession, including the entire established infrastructure

supplied by selected bidder to RISL.


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d. That the products and technology delivered to RISL during the contract term

or on expiry of the contract duration should not be sold or re-used or copied

or transferred by selected bidder to other locations apart from the locations

mentioned in the this bidding document without prior written notice and

approval of RISL. Supplied hardware, software & documents etc., used by

selected bidder for RISL shall be the legal properties of RISL.

c) Cooperation and Provision of Information during the exit management period

i. The selected bidder will allow RISL or its nominated agencies access to the

information reasonably required to define the current mode of operation

associated with the provision of the services to enable RISL or its nominated

agencies to assess the existing services being delivered.

ii. The selected bidder shall provide access to copies of all information held or

controlled by them which they have prepared or maintained in accordance with

the Project Implementation, the Operation and Management SLA and SOWs

relating to any material aspect of the services provided by the selected bidder.

RISL or its nominated agencies shall be entitled to copy all such information

comprising of details pertaining to the services rendered and other performance

data. The selected bidder shall permit RISL or its nominated agencies and/ or any

replacement operator to have reasonable access to its employees and facilities as

reasonably required by RISL or its nominated agencies to understand the methods

of delivery of the services employed by the selected bidder and to assist

appropriate knowledge transfer.

d) Confidential Information, Security and Data

The selected bidder will promptly on the commencement of the exit management

period supply to RISL or its nominated agencies the following:

i. Documentation relating to Intellectual Property Rights;

ii. Project related data and confidential information;

iii. All current and updated data as is reasonably required for purposes of RISL or its

nominated agencies transitioning the services to its replacement selected bidder

in a readily available format nominated by RISL or its nominated agencies; and

iv. All other information (including but not limited to documents, records and

agreements) relating to the services reasonably necessary to enable RISL or its

nominated agencies, or its replacement operator to carry out due diligence in


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order to transition the provision of the services to RISL or its nominated agencies,

or its replacement operator (as the case may be).

v. Before the expiry of the exit management period, the selected bidder shall deliver

to RISL or its nominated agencies all new or up-dated materials from the

categories set out above and shall not retain any copies thereof, except that the

selected bidder shall be permitted to retain one copy of such materials for archival

purposes only.

e) Transfer of certain agreements

i. On request by Procuring entity or its nominated agencies, the selected bidder shall

effect such assignments, transfers, innovations, licenses and sub-licenses as

Procuring entity or its nominated agencies may require in favour of procuring

entity or its nominated agencies, or its replacement operator in relation to any

equipment lease, maintenance or service provision agreement between selected

bidder and third party leasers, operators, or operator, and which are related to the

services and reasonably necessary for carrying out of the replacement services by

RISL or its nominated agencies, or its replacement operator.

ii. Right of Access to Premises: At any time during the exit management period and

for such period of time following termination or expiry of the SLA, where assets

are located at the selected bidder’s premises, the selected bidder will be obliged

to give reasonable rights of access to (or, in the case of assets located on a third

party's premises, procure reasonable rights of access to RISL or its nominated

agencies, and/ or any replacement operator in order to inventory the assets.

f) General Obligations of the selected bidder

i. The selected bidder shall provide all such information as may reasonably be

necessary to effect as seamless during handover as practicable in the

circumstances to RISL or its nominated agencies or its replacement operator and

which the operator has in its possession or control at any time during the exit

management period.

ii. The selected bidder shall commit adequate resources to comply with its

obligations under this Exit Management Clause.

g) Exit Management Plan

i. The selected bidder shall provide RISL or its nominated agencies with a

recommended exit management plan ("Exit Management Plan") which shall deal


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with at least the following aspects of exit management in relation to the SLA as a

whole and in relation to the Project Implementation, the Operation and

Management SLA and SOWs.

ii. A detailed program of the transfer process that could be used in conjunction with

a replacement operator including details of the means to be used to ensure

continuing provision of the services throughout the transfer process or until the

cessation of the services and of the management structure to be used during the

transfer; and

iii. Plans for the communication with such of the selected bidder's, staff, suppliers,

customers and any related third party as are necessary to avoid any material

detrimental impact on RISL operations as a result of undertaking the transfer; and

iv. If applicable, proposed arrangements and Plans for provision of contingent

support in terms of business continuance and hand holding during the transition

period, to RISL or its nominated agencies, and Replacement Operator for a

reasonable period, so that the services provided continue and do not come to a

halt.

v. The Bidder shall re-draft the Exit Management Plan annually after signing of

contract to ensure that it is kept relevant and up to date.

vi. Each Exit Management Plan shall be presented by the selected bidder to and

approved by RISL or its nominated agencies.

vii. In the event of termination or expiry of SLA, Project Implementation, Operation

and Management SLA or SOWs each party shall comply with the Exit Management

Plan.

viii. During the exit management period, the selected bidder shall use its best efforts

to deliver the services.

ix. Payments during the Exit Management period shall be made in accordance with

the Terms of Payment Clause.

x. It would be the responsibility of the selected bidder to support new operator

during the transition period.

35) Settlement of Disputes

a) Legal Jurisdiction: All legal proceedings arising out of any dispute between both the

parties regarding a contract shall be settled by a competent court having jurisdiction


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over the place, where agreement has been executed and by no other court, after decision

of the standing committee for settlement of disputes.


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7. SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT

1) Payment Terms and Schedule

S. No. Activity Payment 1) Procurement and delivery of GPS Devices. 85% of the amount quoted

at S.No. 1 of the Financial Bid Format 2) Installation of devices on all desired vehicles.

3) Data Connections for GPS devices.

4) Implementation of application module for GPS

Tracking.

5) 04 trainings for usage of Biometric devices, 01 at each

block.

6) Development of Mobile App for Data upload to GIS

portal and module on GIS Application for Data

integration.

85% of the amount quoted at S.No. 2 of the Financial

Bid Format

7) 04 trainings of officials for geo tagging the

photographs and using the Mobile app, 01 at each

block.

8) Procurement and delivery of Online and Offline

Biometric Devices.

85% of the amount quoted at S.No. 3 of the Financial

Bid Format

9) Installation of devices at desired locations.

10) Data Connections for 152 offline devices.

11) Biometric Application Solution integration to system.

12) Registration of field functionaries and senior officials

on system.

13) 04 trainings of officials for using the system, 01 at

each block.

14) Support for 12 Months, envisaged 01 person at block

level for four blocks.

1.25% each of the amount quoted at S.No. 1,2,3 of the

Financial Bid Format on monthly basis


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a) The supplier’s/ selected bidder’s request for payment shall be made to the purchaser in

writing, accompanied by invoices describing, as appropriate, the goods delivered and

related services performed, and by the required documents submitted pursuant to general

conditions of the contract and upon fulfilment of all the obligations stipulated in the

Contract.

b) Due payments shall be made promptly by the purchaser, generally within sixty (60) days

after submission of an invoice or request for payment by the supplier/ selected bidder, and

the purchaser has accepted it.

c) The currency or currencies in which payments shall be made to the supplier/ selected

bidder under this Contract shall be Indian Rupees (INR) only.

d) All remittance charges will be borne by the supplier/ selected bidder.

e) In case of disputed items, the disputed amount shall be withheld and will be paid only after

settlement of the dispute.

f) Payment in case of those goods which need testing shall be made only when such tests have

been carried out, test results received conforming to the prescribed specification.

g) Any penalties/ liquidated damages, as applicable, for delay and non-performance, as

mentioned in this bidding document, will be deducted from the payments for the

respective milestones.

h) Taxes, as applicable, will be deducted/ paid as per the prevalent rules and regulations.


2) Service Level Standards/ Requirements/ Agreement

S.No. Activity Service Description Measurement

Parameter

Service

Level

Penalty Remarks

1. Procurement, Delivery and

Installation of GPS Devices on

100 desired vehicles &

Deployment of GPS mapping

solution

The devices should be installed and

application be deployed as per the

desired timelines

No. of days of delay

in installation of

devices and

deployment of

solution

0 0.2% of total cost

quoted by the

bidder at S.No. 1 of

the Financial Bid

Format

Penalty will not

be more than

10% of the

value of the

order for said

item.

2. Development and Go-Live of

Mobile Application for Geo

tagged photograph upload on

GIS Portal

The application should be developed as

per the desired timelines


in go-live of mobile

app


quoted by the


the Financial Bid

Format

Penalty will not

be more than

10% of the

value of the

order for said

item.

3. Procurement, Delivery and

Installation of Biometric

Devices on 302 desired

locations and deployment of

Attendance monitoring

solution

The devices should be installed and

application be deployed as per the

desired timelines


in installation of

devices and

deployment of

solution


quoted by the


the Financial Bid

Format

Penalty will not

be more than

10% of the

value of the

order for said

item.


ANNEXURE-1: BILL OF MATERIAL (BoM)

Locations Equipment Qty Specifications as per

MAF Required

(Yes/ No)

Multiple, Across

Dholpur District

Online Biometric Device with Solution

150 Annexure-2 YES

Offline Biometric Device (GPRS Enabled) with Solution

152 Annexure-2 YES

Vehicle Tracking GPS Devices 100 Annexure-2 YES


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ANNEXURE-2: TECHNICAL SPECIFICATIONS

Note: All the specifications below are minimum specifications and higher specifications shall be

used wherever necessary/ required. Deviation on higher side shall only be considered and no

extra weightage shall be awarded for such deviations.

Item No. 1 – Online Biometric Devices

Make & Model Offered - (To be filled by the bidder) Compliance (Yes/No)

CPU 32 Bit High End Microprocessor – 800 MHz

Sensor 500 dpi Optical Sensor

Identification Speed

<=1sec

FAR <=0.0001%

FRR <=1%

Communication RS232, RS485, TCP/IP, USB-HOST, Client 2.0 Port

Operating Temperature

00C – 500C

Operating Humidity

20%-95%

Memory 10000 Records

Item No. 2 – Offline Biometric Devices

Make & Model Offered - (To be filled by the bidder) Compliance (Yes/No)

CPU 32 Bit High End Microprocessor – 800 MHz

Sensor 500 dpi Optical Sensor

Identification Speed

<=1sec

FAR <=0.0001%

FRR <=1%

Communication GPRS/3G, RS232, RS485, TCP/IP, USB-HOST, Client 2.0 Port

Operating Temperature

00C – 500C


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Operating Humidity

20%-95%

Memory 10000 Records

Item No. 3 – Vehicle Tracking GPS Devices

Make & Model Offered - (To be filled by the bidder) Compliance

(Yes/No)

GSM

Quad-band 900/1800 MHz, 850/1900 MHz

GPRS class 10 (up to 85, 6 kbps);

SMS (text/data)

GPS

NMEA protocol compatible. Messages: GGA, GGL, GSA,

GSV, RMC, VTG, TXT

50 channel GPS L1 frequency receiver, SBAS:WAAS,

EGNOS, MSAS

-161 DBm sensitivity

Interface

1 Digital Input Reserved for Ignition Status Monitoring

2 Digital Inputs

1 Analog Input (10V or 30V range)

2 Digital Open-collector Outputs (connecting external relays,

LED, buzzers etc.)

1-wire protocol

Power supply (+10…..+30) V DC

2 Status LEDs

USB Port

Configuration and firmware upload (FOTA and via USB cable)

Others

Hermetic eclose IP67

Internal GSM and GPS/GLONASS antenna

GPS/GLONASS and I/O data acquisition

Real Time Tracking

Smart data acquisition (time, distance, angle, ignition and

event based)


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Sending acquired data via GPRS (TCP/IP and UDP/IP

protocols)

Smart algorithm of GPRS connections (GPRS traffic saving)

Operating in roaming networks (preferred GSM providers list)

Events on I/O detection and sending via GPRS or SMS.

Scheduled 24 coordinates SMS sending

5 geofence zones (rectangular or circle)

Deep Sleep mode (saving vehicles accumulator)

FOTA (firmware updating via GPRS)

Motion sensor

Small and easy to mount case

Roaming dependant operation (GPRS traffic saving in roaming

zones)

Operation mode presets:

Advanced overspeeding detection

Driver identification (1-Wire iButton ID key)

Note: All the supplied Hardware/ Software should be Interoperable, IPv6 ready and in

compliance with the policies/ guidelines issued by DIT, GoI in this regard. Also, the bidder is

to quote/ propose only one make/ model against the respective item.

The selected bidder shall have to mount the equipment with required accessories/ cables/

screws etc. All the supplied Hardware/ Software should be IPv6 ready.


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ANNEXURE-3: PRE-BID QUERIES FORMAT {to be filled by the bidder}

Name of the Company/Firm:

Bidding Document Fee Receipt No. ___________ Dated___________ for Rs. _____________/-

Name of Person(s) Representing the Company/ Firm:

Name of Person Designation Email-ID(s) Tel. Nos. & Fax Nos.

Company/Firm Contacts:

Contact Person(s) Address for Correspondence

Email-ID(s) Tel. Nos. & Fax Nos.

Query / Clarification Sought:

S.No. RFP Page No.

RFP Rule No.

Rule Details Query/ Suggestion/ Clarification

Note: - Queries must be strictly submitted only in the prescribed format (.XLS/ .XLSX/ .ODF).

Queries not submitted in the prescribed format will not be considered/ responded at all by the

procuring entity. Also, kindly attach the coloured scanned copy of the receipt towards the

submission of the bidding/ tender document fee.


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ANNEXURE-4: BIDDER’S AUTHORIZATION CERTIFICATE {to be filled by the bidder}

To,

{Procuring entity},

______________________________,

______________________________,

I/ We {Name/ Designation} hereby declare/ certify that {Name/ Designation} is hereby

authorized to sign relevant documents on behalf of the company/ firm in dealing with NIB

reference No. ______________________ dated _________. He/ She is also authorized to attend meetings

& submit technical & commercial information/ clarifications as may be required by you in the

course of processing the Bid. For the purpose of validation, his/ her verified signatures are as

under.

Thanking you,

Name of the Bidder: - Verified Signature:

Authorised Signatory: -

Seal of the Organization: -

Date:

Place:


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ANNEXURE-5: SELF-DECLARATION {to be filled by the bidder}

To,

{Procuring entity},

______________________________,

In response to the NIB Ref. No. _____________________________ dated ___________ for {Project Title}, as

an Owner/ Partner/ Director/ Auth. Sign. of ____________________________________, I/ We hereby

declare that presently our Company/ firm _________________, at the time of bidding,: -

a) possess the necessary professional, technical, financial and managerial resources and

competence required by the Bidding Document issued by the Procuring Entity;

b) have fulfilled my/ our obligation to pay such of the taxes payable to the Union and the

State Government or any local authority as specified in the Bidding Document;

c) is having unblemished record and is not declared ineligible for corrupt & fraudulent

practices either indefinitely or for a particular period of time by any State/ Central

government/ PSU/ UT.

d) does not have any previous transgressions with any entity in India or any other

country during the last three years

e) does not have any debarment by any other procuring entity

f) is not insolvent in receivership, bankrupt or being wound up, not have its affairs

administered by a court or a judicial officer, not have its business activities suspended

and is not the subject of legal proceedings for any of the foregoing reasons;

g) does not have, and our directors and officers not have been convicted of any criminal

offence related to their professional conduct or the making of false statements or

misrepresentations as to their qualifications to enter into a procurement contract

within a period of three years preceding the commencement of the procurement

process, or not have been otherwise disqualified pursuant to debarment proceedings;

h) does not have a conflict of interest as mentioned in the bidding document which

materially affects the fair competition.

i) will comply with the code of integrity as specified in the bidding document.

If this declaration is found to be incorrect then without prejudice to any other action that may

be taken as per the provisions of the applicable Act and Rules thereto prescribed by GoR, my/

our security may be forfeited in full and our bid, to the extent accepted, may be cancelled.

Thanking you,

Name of the Bidder: -




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Date:

Place:


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ANNEXURE-6: CERTIFICATE OF CONFORMITY/ NO DEVIATION {to be filled by the bidder}

To,

{Procuring Entity},

______________________________,

CERTIFICATE

This is to certify that, the specifications of Hardware & Software which I/ We have mentioned

in the Technical bid, and which I/ We shall supply if I/ We am/ are awarded with the work,

are in conformity with the minimum specifications of the bidding document and that there are

no deviations of any kind from the requirement specifications.

Also, I/ we have thoroughly read the bidding document and by signing this certificate, we

hereby submit our token of unconditional acceptance to all the terms & conditions of the

bidding document without any deviations.

I/ We also certify that the price I/ we have quoted is inclusive of all the cost factors involved

in the end-to-end implementation and execution of the project, to meet the desired Standards

set out in the bidding Document.

Thanking you,




Date:

Place:


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ANNEXURE-7: DECLARATION BY BIDDER {to signed by selected bidder}

I/ We declare that I am/we are bonafide/ Manufacturers/ Whole Sellers/ Sole distributor/

Authorised dealer/ dealers/ sole selling/ Marketing agent in the goods/ stores/ equipment for

which I/ We have quoted.

If this declaration is found to be incorrect then without prejudice to any other action that may

be taken, my/ our security may be forfeited in full and the bid, if any, to the extent accepted

may be cancelled.




Date:

Place:


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ANNEXURE-8: MANUFACTURER’S AUTHORIZATION FORM (MAF) {to be filled by the OEMs}

(Indicative Format)

To,

{Procuring Entity},

______________________________,

Subject: Issue of the Manufacturer’s Authorisation Form (MAF)

Reference: NIB/ RFP Ref. No. _____________________ dated ________

Sir,

We {name and address of the OEM} who are established and reputed original equipment

manufacturers (OEMs) having factories at {addresses of manufacturing location} do

hereby authorize {M/s __________________________} who is our {Distributor/ Channel Partner/

Retailer/ Others <please specify>} to bid, negotiate and conclude the contract with you

against the aforementioned reference for the following Hardware/ Software manufactured

by us: -

{OEM will mention the details of all the proposed product(s) with their make/

model.}

We undertake to provide OEM Warranty for the offered Hardware/ Software, as mentioned

above, for 3 Years.

We hereby confirm that the offered Hardware/ Software is not likely to be declared as End-

of-Sale within next 24 months from the date of bid submission.

We hereby confirm that the offered Hardware/ Software is not likely to be declared as End-

of-Service/ Support within next 3 years from the date of bid submission.

Yours faithfully,

For and on behalf of M/s (Name of the manufacturer)

(Authorized Signatory)

Name, Designation & Contact No.:

Address: ___________________________________

Seal:


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ANNEXURE-9: UNDERTAKING ON AUTHENTICITY OF COMPUTER EQUIPMENTS

{to be filled by the bidder (On Rs. 100/- Non-judicial stamp paper)}

To,

{Procuring Entity},

______________________________,

Reference: NIB No. :___________________________________ Dated:__________

This has reference to the items being supplied/ quoted to you vide bid ref. no. ___________ dated

___________.

We hereby undertake that all the components/ parts/ assembly/ software used in the

equipment shall be genuine, original and new components /parts/ assembly/ software from

respective OEMs of the products and that no refurbished/ duplicate/ second hand

components/ parts/ assembly/ software are being used or shall be used. In respect of licensed

operating system, we undertake that the same shall be supplied along with the authorized

license certificate with our name/logo. Also, that it shall be sourced from the authorized source

for use in India.

In case, we are found not complying with above at the time of delivery or during installation,

for the equipment already billed, we agree to take back the equipment already supplied at our

cost and return any amount paid to us by you in this regard and that you will have the right to

forfeit our Bid Security/ SD/ PSD for this bid or debar/ black list us or take suitable action

against us.

Authorized Signatory

Name:

Designation:


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ANNEXURE-10: COMPONENTS OFFERED – BOM {to be filled by the bidder}

Please fill the following BOM for all the offered components.

S.No. Product Details

(Only one make and model)

Detailed

Technical Specification

Reference**

OEM Details

(Name, Address, E-Mail, Mobile Nos.)

1. {Item No. xx}

2. {Item No. xx}

3. {Item No. xx}

** Please attach Technical specifications compliance sheet (on OEM letter head only) and

provide reference number in this column. (Deviations, if any, should be appropriately

mentioned & highlighted in the compliance/ deviation column of the respective table as

provided above in the Annexure-2: Technical Specifications)


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ANNEXURE-11: FINANCIAL BID COVER LETTER & FORMAT

COVER LETTER {to be submitted by the bidder on his Letter head}

To,

{Procuring Entity},

______________________________,

Reference: NIB No. :___________________________________ Dated:__________

Dear Sir,

We, the undersigned bidder, Having read & examined in detail, the Bidding Document, the

receipt of which is hereby duly acknowledged, I/ we, the undersigned, offer to supply/ work

as mentioned in the Scope of the work, Bill of Material, Technical specifications, Service Level

Standards & in conformity with the said bidding document for the same.

I / We undertake that the prices are in conformity with the specifications prescribed. The

quote/ price are inclusive of all cost likely to be incurred for executing this work. The prices

are inclusive of all type of govt. taxes/duties as mentioned in the financial bid (BoQ).

I / We undertake, if our bid is accepted, to deliver the goods in accordance with the delivery

schedule specified in the schedule of Requirements.

I/ We hereby declare that in case the contract is awarded to us, we shall submit the contract

performance guarantee as prescribed in the bidding document.

I / We agree to abide by this bid for a period of _____ days after the last date fixed for bid

submission and it shall remain binding upon us and may be accepted at any time before the

expiry of that period.

Until a formal contract is prepared and executed, this bid, together with your written

acceptance thereof and your notification of award shall constitute a binding Contract between

us.

I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the

information contained in the bid is true and correct to the best of our knowledge and belief.


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We understand that you are not bound to accept the lowest or any bid you may receive.

We agree to all the terms & conditions as mentioned in the bidding document and submit that

we have not submitted any deviations in this regard.

Date:

Authorized Signatory

Name:

Designation:


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Financial Bid Format

{to be submitted by the bidder only in BoQ format (.XLS) available at e-Procurement portal}

A) <Please Specify…>

S.No. Item No. and Description

Unit Qty Base Unit Cost

in INR

Total Cost in

INR

Tax rate in percentage,

if any, as applicable

(Please also specify

here the type of Tax

& percentage)

Tax in INR

Total Cost in

INR

A B C=AxB D E F=C+E

1.

Procurement, Delivery, Installation and Commissioning of 100 GPS Devices at desired locations in Dholpur & related Solution at RSDC No 1

2.

Development and Go-Live of Mobile App on Android and Windows Platform for uploading of Geo Tagged Photographs on GIS Portal No 1

3.

Procurement, Delivery, Installation and Commissioning of 150 Online and 152 Offline Biometric Devices at desired locations in Dholpur & related Solution at RSDC

Total A1 (In Figures) – Rs.

Total A1 (In Words) – Rupees


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ANNEXURE-12: BANK GUARANTEE FORMAT {to be submitted by the bidder’s bank}

BANK GUARANTEE FORMAT – BID SECURITY

(To be stamped in accordance with Stamp Act and to be issued by a Nationalised/ Scheduled bank having its branch at Jaipur and payable at par at Jaipur, Rajasthan)

To,

The Managing Director,

RajCOMP Info Services Limited (RISL),

First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Raj).

Sir,

1. In accordance with your Notice Inviting Bid for <please specify the project title> vide NIB

reference no. <please specify> M/s. …………………………….. (Name & full address of the firm)

(Hereinafter called the “Bidder”) hereby submits the Bank Guarantee to participate in the

said procurement/ bidding process as mentioned in the bidding document.

It is a condition in the bidding documents that the Bidder has to deposit Bid Security

amounting to <Rs. ______________ (Rupees <in words>)> in respect to the NIB Ref. No.

_______________ dated _________ issued by RISL, First Floor, Yojana Bhawan, C-Block, Tilak

Marg, C-Scheme, Jaipur, Rajasthan (hereinafter referred to as “RISL”) by a Bank Guarantee

from a Nationalised Bank/ Scheduled Commercial Bank having its branch at Jaipur

irrevocable and operative till the bid validity date (i.e. <please specify> days from the date

of submission of bid). It may be extended if required in concurrence with the bid validity.

And whereas the Bidder desires to furnish a Bank Guarantee for a sum of <Rs. ______________

(Rupees <in words>)> to the RISL as earnest money deposit.

2. Now, therefore, we the ……………………………….…… (Bank), a body corporate constituted

under the Banking Companies (Acquisition and Transfer of Undertaking) Act. 1969 (delete,

if not applicable) and branch Office at…………………... (Hereinafter referred to as the

Guarantor) do hereby undertake and agree to pay forthwith on demand in writing by the

RISL of the said guaranteed amount without any demur, reservation or recourse.

3. We, the aforesaid bank, further agree that the RISL shall be the sole judge of and as to

whether the Bidder has committed any breach or breaches of any of the terms costs,

charges and expenses caused to or suffered by or that may be caused to or suffered by the

RISL on account thereof to the extent of the Earnest Money required to be deposited by the

Bidder in respect of the said bidding document and the decision of the RISL that the Bidder

has committed such breach or breaches and as to the amount or amounts of loss, damage,

costs, charges and expenses caused to or suffered by or that may be caused to or suffered

by the RISL shall be final and binding on us.


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4. We, the said Bank further agree that the Guarantee herein contained shall remain in full

force and effect until it is released by the RISL and it is further declared that it shall not be

necessary for the RISL to proceed against the Bidder before proceeding against the Bank

and the Guarantee herein contained shall be invoked against the Bank, notwithstanding

any security which the RISL may have obtained or shall be obtained from the Bidder at any

time when proceedings are taken against the Bank for whatever amount that may be

outstanding or unrealized under the Guarantee.

5. Any notice by way of demand or otherwise hereunder may be sent by special courier, telex,

fax, registered post or other electronic media to our address, as aforesaid and if sent by

post, it shall be deemed to have been given to us after the expiry of 48 hours when the same

has been posted.

6. If it is necessary to extend this guarantee on account of any reason whatsoever, we

undertake to extend the period of this guarantee on the request of our constituent under

intimation to you.

7. The right of the RISL to recover the said amount of <Rs. ______________ (Rupees <in words>)>

from us in manner aforesaid will not be precluded/ affected, even if, disputes have been

raised by the said M/s. ……….………………(Bidder) and/ or dispute or disputes are pending

before any court, authority, officer, tribunal, arbitrator(s) etc..

8. Notwithstanding anything stated above, our liability under this guarantee shall be

restricted to <Rs. ______________ (Rupees <in words>)> and our guarantee shall remain in

force till bid validity period i.e. <please specify> days from the last date of bid submission

and unless a demand or claim under the guarantee is made on us in writing within three

months after the Bid validity date, all your rights under the guarantee shall be forfeited and

we shall be relieved and discharged from all liability thereunder.

9. This guarantee shall be governed by and construed in accordance with the Indian Laws

and we hereby submit to the exclusive jurisdiction of courts of Justice in India for the

purpose of any suit or action or other proceedings arising out of this guarantee or the

subject matter hereof brought by you may not be enforced in or by such count.

10. We hereby confirm that we have the power/s to issue this Guarantee in your favor under

the Memorandum and Articles of Association/ Constitution of our bank and the

undersigned is/are the recipient of authority by express delegation of power/s and

has/have full power/s to execute this guarantee under the Power of Attorney issued by the

bank in your favour.


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Date ………………… (Signature) ……………………………………….

Place ………………… (Printed Name) ………………………………….

(Designation) ……………………………………

(Bank’s common seal) ………………………….

In presence of:

WTTNESS (with full name, designation, address & official seal, if any)

(1) ………………………………………

………………………………………

(2) ………………………………………

………………………………………

Bank Details

Name & address of Bank:

Name of contact person of Bank:

Contact telephone number:

GUIDELINES FOR SUBMISSION OF BANK GUARANTEE

The Bank Guarantee shall fulfil the following conditions in the absence of which they cannot

be considered valid: -

1. Bank Guarantee shall be executed on non- judicial stamp paper of applicable value

purchased in the name of the bank.

2. Two persons should sign as witnesses mentioning their full name, designation, address and

office seal (if any).

3. The Executor (Bank Authorities) may mention the power of attorney No. and date of

execution in his/ her favour authorizing him/ her to sign the document. The Power of

Attorney to be witnessed by two persons mentioning their full name and address.

4. The Bank Guarantee should be executed by a Nationalised Bank/ Scheduled Commercial

Bank only.

5. Non – Judicial stamp paper shall be used within 6 months from the date of Purchase of the

same. Bank Guarantee executed on the non-judicial stamp paper after 6 (six) months of the

purchase of such stamp paper shall be treated as non-valid.

6. The contents of Bank Guarantee shall be strictly as per format prescribed by RISL

7. Each page of Bank Guarantee shall bear signature and seal of the Bank and B.G. number.

8. All corrections, deletions etc. in the Bank Guarantee should be authenticated by signature

of Bank Officials signing the Bank Guarantee.

9. Bank should separately send through registered post/courier a certified copy of Bank

Guarantee, mentioning Bid reference, Bid title and bidder name, directly to the Purchaser

at the following address:


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BANK GUARANTEE FORMAT – PERFORMANCE SECURITY (PBG)

(To be stamped in accordance with Stamp Act and on a Stamp Paper purchased from Rajasthan State only and to be issued by a Nationalised/ Scheduled bank having its branch at Jaipur and payable at par at Jaipur, Rajasthan)

To,

The Managing Director,

RajCOMP Info Services Limited (RISL),

First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Raj).

1. In consideration of the RajCOMP Info Services Limited (hereinafter called "RISL") having

agreed to exempt M/s ..........................(hereinafter called "the said Contractor(s)" from the

demand, under the terms and conditions of an Agreement No..................................dated

.....................made between the RISL through …………………… and .......................(Contractor) for

the work .................(hereinafter called "the said Agreement") of Security Deposit for the due

fulfilment by the said Contractor (s) of the terms and conditions contained in the said

Agreement, on production of a Bank Guarantee for Rs...................(rupees

........................................only), we ...................(indicate the name of the Bank), (hereinafter

referred to as "the Bank") at the request of ..................Contractor(s) do hereby undertake to

pay to the RISL an amount not exceeding Rs...................(Rupees..................................only) on

demand.

2. We................. (Indicate the name of Bank), do hereby undertake to pay Rs....................

(Rupees............................only), the amounts due and payable under this guarantee without any

demur or delay, merely on a demand from the RISL. Any such demand made on the bank by

the RISL shall be conclusive as regards the amount due and payable by the Bank under this

guarantee. The Bank Guarantee shall be completely at the disposal of the RISL and

We....................... (Indicate the name of Bank), bound ourselves with all directions given by

RISL regarding this Bank Guarantee. However, our liability under this guarantee shall be

restricted to an amount not exceeding Rs...................... (Rupees....................only).

3. We.......................(indicate the name of Bank), undertake to pay to the RISL any money so

demanded notwithstanding any dispute or disputes raised by the contractor(s) in any suit

or proceeding pending before any Court or Tribunal or Arbitrator etc. relating thereto, our

liability under these presents being absolute, unequivocal and unconditional.

4. We.....................(indicate the name of Bank) further agree that the performance guarantee

herein contained shall remain in full force and effective up to <DATE> and that it shall

continue to be enforceable for above specified period till all the dues of RISL under or by

virtue of the said Agreement have been fully paid and its claims satisfied or discharged or

till the RISL certifies that the terms and conditions of the said Agreement have been fully

and properly carried out by the said Contractor(s) and accordingly discharges this

guarantee.

5. We ...........................(indicate the name of Bank) further agree with the RISL that the RISL shall

have the fullest liberty without our consent and without affecting in any manner our

obligations hereunder to vary any of the terms and conditions of the said Agreement or to

extend time of performance by the said Contractor(s) from time to time or to postpone for


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any time or from time to time any of the powers exercisable by the RISL against the said

Contractor(s) and to forbear or enforce any of the terms and conditions relating to the said

Agreement and we shall not be relieved from our liability by reason of any such variation,

or extension being granted to the said Contractor(s) or for any forbearance, act or omission

on the part of the RISL or any indulgence by the RISL to the said Contractor(s) or by any

such matter or thing whatsoever which would but for this provision, have effect of so

relieving us.

6. The liability of us ............................. (indicate the name of Bank), under this guarantee will not

be discharged due to the change in the constitution of the Bank or the contractor(s).

7. We .............................. (indicate the name of Bank), lastly undertake not to revoke this

guarantee except with the previous consent of the RISL in writing.

8. This performance Guarantee shall remain valid and in full effect, until it is decided to be

discharged by the RISL. Notwithstanding anything mentioned above, our liability against

this guarantee is restricted to Rs........................... (Rupees..............................only).

9. It shall not be necessary for the RISL to proceed against the contractor before proceeding

against the Bank and the guarantee herein contained shall be enforceable against the Bank

notwithstanding any security which the RISL may have obtained or obtain from the

contractor.

10. We .............................. (indicate the name of Bank) verify that we have a branch at Jaipur. We

undertake that this Bank Guarantee shall be payable at any of its branch at Jaipur. If the last

day of expiry of Bank Guarantee happens to be a holiday of the Bank, the Bank Guarantee

shall expire on the close of the next working day.

11. We hereby confirm that we have the power(s) to issue this guarantee in your favor under

the memorandum and articles of Association/constitution of our bank and the undersigned

is/are the recipient of authority by express delegation of power(s) and has/have full

power(s) to execute this guarantee for the power of attorney issued by the bank.

Dated..........................day of....................For and on behalf of the <Bank> (indicate the Bank)

Signature

(Name & Designation)

Bank's Seal

The above performance Guarantee is accepted by the RISL

For and on behalf of the RISL


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Signature

(Name & Designation)


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ANNEXURE-13: DRAFT AGREEMENT FORMAT {to be mutually signed by selected bidder

and procuring entity}

This Contract is made and entered into on this ______day of ________, 2013 by and between

RajCOMP Info Services Limited (RISL), having its head office at First Floor, Yojana Bhawan,

Tilak Marg, C-Scheme, Jaipur-302005, Rajasthan (herein after referred to as Purchaser/ RISL)

which term or expression, unless excluded by or repugnant to the subject or context, shall

include his successors in office and assignees on ONE PART

And

M/s__________________, a company registered under the Indian Companies Act, 1956 with its

registered office at _____________________ (herein after referred as the “Successful Bidder/

Supplier”) which term or expression, unless excluded by or repugnant to the subject or

context, shall include his successors in office and assignees on the OTHER PART.

Whereas,

Purchaser is desirous of appointing an agency for <project title> as per the Scope of Work and

Terms and Conditions as set forth in the RFP document dated _________ of <NIB No

_________________>.

And whereas

M/s______________ represents that it has the necessary experience for carrying out the overall

work as referred to herein and has submitted a bid and subsequent clarifications for providing

the required services against said NIB and RFP document issued in this regard, in accordance

with the terms and conditions set forth herein and any other reasonable requirements of the

Purchaser from time to time.

And whereas

Purchaser has accepted the bid of supplier and has placed the Work Order vide Letter No.

__________________ dated _______, on which supplier has given their acceptance vide their Letter

No._____________ dated ____________.

And whereas

The supplier has deposited a sum of Rs. ________________/- (Rupees _________________) in the form

of __________________ ref no. _________________ dated ______________ of ____________ Bank and valid up to

_____________ as security deposit for the due performance of the contract.

Now it is hereby agreed to by and between both the parties as under: -


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1. The NIB Ref. No. ____________________________ dated ___________ and RFP document dated _________

issued by RISL along with its enclosures/ annexures, wherever applicable, are deemed to

be taken as part of this contract and are binding on both the parties executing this contract.

2. In consideration of the payment to be made by RISL to supplier at the rates set forth in the

work order no. ____________________ dated _________ will duly supply the said articles set forth

in “Annexure-I: Bill of Material” thereof and provide related services in the manner set forth

in the RFP, along with its enclosures/ annexures and Technical Bid along with subsequent

clarifications submitted by supplier.

3. The RISL do hereby agree that if supplier shall duly supply the said articles and provide

related services in the manner aforesaid observe and keep the said terms and conditions of

the RFP and Contract, the RISL will pay or cause to be paid to supplier, at the time and the

manner set forth in the said conditions of the RFP, the amount payable for each and every

project milestone & deliverable. The mode of Payment will be as specified in the RFP

document.

4. The timelines for the prescribed Scope of Work, requirement of services and deployment

of technical resources shall be effected from the date of work order i.e. ____________ and

completed by supplier within the period as specified in the RFP document.

5. In case of extension in the delivery and/ or installation period/ completion period with

liquidated damages, the recovery shall be made on the basis of following percentages of

value of stores/ works which supplier has failed to supply/ install/ complete: -

a) Delay up to one fourth period of the prescribed delivery period,

successful installation & completion of work 2.5%

b) Delay exceeding one fourth but not exceeding half of the prescribed

delivery period, successful installation & completion of work. 5.0%

c) Delay exceeding half but not exceeding three fourth of the prescribed

delivery period, successful installation & completion of work. 7.5%

d) Delay exceeding three fourth of the prescribed delivery period,

successful installation & completion of work. 10.0%

Note:

i. Fraction of a day in reckoning period of delay in supplies/ maintenance services shall

be eliminated if it is less than half a day.

ii. The maximum amount of agreed liquidated damages shall be 10%.

iii. If supplier requires an extension of time in completion of contractual supply on

account of occurrence of any hindrances, he shall apply in writing to the authority

which had placed the work order, for the same immediately on occurrence of the

hindrance but not after the stipulated date of completion of supply.

iv. Delivery period may be extended with or without liquidated damages if the delay in

the supply of goods in on account of hindrances beyond the control of supplier.

6. All disputes arising out of this agreement and all questions relating to the interpretation of

this agreement shall be decided as per the procedure mentioned in the RFP document.


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In witness whereof the parties have caused this contract to be executed by their Authorized

Signatories on this _____day of _______________, 2013.

Signed By: Signed By:

( )

Designation:,

Company:

Autorized Representative

In the presence of:

In the presence of:

( )

Designation:

Company:

( )

Designation:

Department of IT&C, Govt. of Rajasthan

( )

Designation:

Company:

( )

Designation:

Department of IT&C, Govt. of Rajasthan


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ANNEXURE-14: FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR PRE-QUALIFICATION EXPERIENCE

Project Name: Value of Contract/Work Order (In INR):

Country:

Location within country:

Project Duration:

Name of Customer: Total No. of staff-months of the assignment:

Contact person with address,

phone, fax and e-mail:

Approx. value of the services provided by your

company under the contract (in INR):

Start date (month/year):

Completion date (month/year):

Name of associated Bidders, if any:

Narrative description of Project:

List of Services provided by your firm/company

Please attach a copy of the work order/ completion certificate/ purchase order/ letter from

the customer for each project reference


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ANNEXURE-15: MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012

Appeal No ………of ……………

Before the ………………………… (First/ Second Appellate Authority)

1. Particulars of appellant:

a. Name of the appellant: <please specify>

b. Official address, if any: <please specify>

c. Residential address: <please specify>

2. Name and address of the respondent(s):

a. <please specify>

b. <please specify>

c. <please specify>

3. Number and date of the order appealed against and name and designation of the officer/

authority who passed the order (enclose copy), or a statement of a decision, action or

omission of the procuring entity in contravention to the provisions of the Act by which the

appellant is aggrieved: <please specify>

4. If the Appellant proposes to be represented by a representative, the name and postal

address of the representative: <please specify>

5. Number of affidavits and documents enclosed with the appeal: <please specify>

6. Grounds of appeal (supported by an affidavit): <please specify>

7. Prayer: <please specify>

Place …………………………………….

Date ……………………………………

Appellant's Signature